Quick Start

How do I get started with KALENNER?

There are several easy ways to begin using our service, depending on your role:

For Specialists and Organizations:

• Use our direct invitation link or QR code from KALENNER.com

• Find and start @kalennerbot in your Telegram app

For Specialists joining an Organization:

• Accept an organization's invitation (via link or QR code)

• You'll be automatically registered and added to the organization's team

For Clients:

• Simply scan a QR code or click an invitation link from your chosen Specialist or Organization

How can Specialists start accepting appointments?

Getting started is quick and simple. After registration, complete these essential steps to activate your booking calendar:

1. Set your timezone in Settings

2. Add your services

3. Configure your working schedule

4. Upload your logo or photo (optional, but personalizes your QR code)

5. Create and share your booking link with clients

What languages does KALENNER support?

KALENNER automatically detects and matches your Telegram language settings, providing a seamless experience in your preferred language. Currently, we offer full interface support in:

• English

• French

• German

• Russian

The interface will automatically display in one of these languages based on your Telegram settings. Your clients will also experience KALENNER in their preferred language without any additional configuration needed.

Looking for support in another language? We're continuously expanding our language options based on user feedback!

How do clients book appointments with me?

Once you share your invitation link or QR code, your clients will have a simple booking experience:

1. They'll access your calendar through your personalized link/QR code (this only needs to be done once when processing the invitation)

2. Set their preferred timezone (one-time setup during their initial Kalenner registration)

3. Select your name from their list of available specialists (if they have invitations from multiple specialists)

4. Choose from your offered services

5. Pick their preferred date and available time slot

6. Submit a booking request

You'll receive their request and can easily accept or decline it. This streamlined process ensures efficient scheduling while giving you full control over your calendar.

Pro tip: Your clients will only see the services and time slots you've made available, ensuring bookings align with your schedule! That's why it's crucial for both you and your clients to set up the correct time zones!

Managing your services

How do I add and manage my services?

Setting up your service offerings is simple through the Settings menu:

Adding Services

1. Navigate to: Main menu → Settings → Service settings

2. Select Services, then click Add service

3. Enter the following details:

   • Service name (visible to clients during booking)

   • Duration in minutes

   • Description (visible on your profile page)

   • Price (enter a number or "-" if you prefer not to display pricing)

You can edit or delete any service at any time through the same menu.

Scheduling Intervals

Under Starts every:

• Set the interval (in minutes) between available appointment slots

• Example: If your Monday schedule starts at 9:15 and you set 30-minute intervals, slots will be created at 9:15, 9:45, 10:15, etc.

Currency Settings

Under Currency:

• Choose whether to Show or Hide prices on your Profile Page

• If your default language is set to Russian, you can select between EUR and RUB

After completing these steps, clients will be able to book services based on name and duration, while viewing full descriptions and prices (if displayed) on your profile page.

Can I offer services from my organization's catalog?

Yes! If you've joined an organization, you can easily import their services to your personal service list:

Adding Organization Services

1. Navigate to Office → Organizations

2. Select your organization

3. Click Services

4. Browse the organization's service catalog

5. Select the services you want to offer

6. Click Save

Customizing Imported Services

After adding organization services:

• They'll appear in your personal service list (under Settings → Service settings → Services)

• You can customize any service to fit your specific practice by modifying:

  • Service name

  • Duration

  • Description

  • Price

Important Note

Any changes you make to imported services will only affect your personal service offerings. Your modifications won't impact:

• The original service in the organization's catalog

• Other specialists who offer the same service

This flexibility allows you to maintain consistency with your organization while tailoring services to your personal practice and clientele.

Setting Up Your Working Schedule

How do I set my regular working hours?

1. Navigate to Settings → Schedule settings → Working hours

2. Add your working schedule for each day of the week

3. For each day, you can add multiple working periods (e.g., 9:00-12:00 and 13:30-17:00)

Note: Any day without specified working hours will automatically be treated as a non-working day.

How do I mark holidays?

1. Access Settings → Schedule settings → Holidays

2. Add individual holiday dates when you won't be working

3. Each holiday must be added separately (e.g., for both December 25 and 26, add each date individually)

How do I schedule vacations?

1. Go to Settings → Schedule settings → Vacations

2. Add your vacation periods (can span multiple consecutive days)

3. Your calendar will be blocked for these dates, and clients won't be able to request appointments

What about temporary absences?

For business trips or other temporary unavailability:

1. Go to Settings → Schedule settings → Out Of Office

2. Set specific periods when you'll be unavailable

3. These can be partial days or span multiple consecutive days

With these settings properly configured, your booking calendar will accurately reflect your availability, ensuring clients can only request appointments when you're able to serve them.

Creating Profile Page

How do I customize my profile information and photo/logo?

Updating Your Information

Navigate to Settings → General settings → About me

Here you can modify:

• Nickname (helps protect your privacy)

• Professional information

• Logo or photo

Choosing the Right Nickname

Your nickname serves as your professional identity to clients while protecting your privacy:

• Keep it relatively short (to avoid truncation)

• Make it unique and recognizable

• This prevents clients from contacting you directly through Telegram outside your booking system

Formatting Your Description

You can enhance your profile text using simple HTML formatting:

• Bold text: Use <b>text</b> → text

• Italic text: Use <i>text</i> → text

• Underlined text: Use <u>text</u> → text

Adding Links

Include links to your website:

• Format: <a href="https://yourwebsite.com">Link text</a>

• Example: <a href="https://yourwebsite.com"><b>My Portfolio</b></a>

Profile Photo/Logo

Your uploaded image appears in two important places:

• On your profile page

• Embedded in your QR code invitation

Uploading a professional photo or logo helps personalize your QR code and builds client recognition and trust.

How can I enhance my profile with additional media and contact information?

Adding a Photo Gallery

1. Navigate to Settings → General settings → Profile

2. Upload multiple photos to create a professional gallery

3. These images will display in an attractive slider format on your profile page

Connecting Social Media

Link your social media accounts to build your online presence:

1. Add links to platforms such as:

   • Telegram

   • Instagram

   • TikTok

   • YouTube

   • VK

   • Odnoklassniki

   • Rutube

2. Each connected account will appear as its corresponding icon at the bottom of your profile

Including Contact Information

Provide additional ways for clients to reach you:

• Email address

• Phone number

• Physical location

For your address, you can also include links to:

• Google Maps

• Apple Maps

• Yandex Maps

All this information will be neatly displayed on your profile page, making it easy for clients to connect with you through their preferred channels.

Can I add a special invitation directly on my Profile page?

Yes! You can create a dedicated invite link that appears directly on your profile:

Setting Up Your Profile Invitation

1. Go to Settings → General settings → Invite link

2. Create a new link with the name PROFILE

3. This special link will automatically be displayed on your Profile page

Configuring Your Profile Invitation

When creating your PROFILE link, you'll need to set:

• Validity period (recommended: 365 days for long-term use)

• Usage type (select "Multi-use" to allow unlimited clients)

Benefits of the Profile Invitation

• Creates a seamless booking experience for visitors to your profile

• Allows you to track how many clients registered through your profile page in Analytics

• Simplifies the client onboarding process

You can edit these parameters anytime before the link expires, allowing you to maintain control over your booking gateway.

How do I create and publish my profile page?

Once you've completed setting up your profile information, creating your public profile page is simple:

Publishing Your Profile Page

1. Navigate to Settings → General settings

2. Click the Profile page button

3. That's it! Your professional profile page is now live

Viewing Your Published Page

After creating your profile, you'll receive a link to view your new page. This is the same page your clients will see when they access your profile.

Updating Your Profile Page

Whenever you make changes to your profile information:

1. Return to Settings → General settings

2. Click the Profile page button again to republish with your updates

Important Note: After making changes, it may take a short time for our Content Delivery Network (CDN) to update your profile across all locations. If you or your clients don't see the changes immediately, please allow some time for the updates to propagate.

Your profile page is now ready to share with clients and display on your marketing materials!

Inviting Clients and Managing Appointments

How do I create and distribute invitations?

Create multiple customized invitations to track your marketing efforts:

1. Go to Settings → General settings → Invite link

2. Click "Add new invite link"

3. Name your link based on its purpose (e.g., "Instagram," "Website," "Business Card")

4. Set validity period and usage type (single or multi-use)

5. Click on the newly created link name

6. Select "Get invite-link" to generate both a clickable link and QR code

Strategic Invitation Distribution

Maximize your client acquisition by placing these invitations across different channels:

• Digital platforms:

  • Social media profiles (e.g. Instagram, Facebook, TikTok)

  • Your website or blog

  • Email signatures

  • Telegram channel or group

• Physical locations:

  • Print QR codes for your business cards

  • Display at your reception desk or entrance

  • Include in brochures or promotional materials

  • Add to appointment reminder cards

Each uniquely named invitation allows you to track which marketing channels are most effective in your analytics dashboard.

Pro Tip

Save the QR codes to your smartphone to quickly share with potential clients you meet in person, enabling instant booking without exchanging contact information.

Managing Appointment Requests and Statuses

Viewing and Handling Appointment Requests

1. Navigate to Office → Appointments

2. Here you'll see all your scheduled appointments with their current status:

   • 🟡 Pending (requested but not yet confirmed)

   • 🟢 Accepted (confirmed appointments)

Changing Appointment Status

To update appointment statuses:

1. Select (tick) the appointment(s) you wish to modify

2. Click the appropriate action button:

   • ✅ Accept to confirm the appointment

   • ❌ Reject to decline the request

Note: You can only change multiple appointments with the same status at once. Rejected appointments will be moved to "Past appointments."

Managing Payments

Track payments directly in the appointment system:

1. Select an appointment and click Payment

2. Click Set price to establish or adjust the service cost

3. Click Add payment to record full or partial payments

4. You can enter multiple payments until the full amount is covered

When you mark an appointment as "Completed," your client will automatically receive a message with price, payment, and any remaining balance information.

Managing Past Appointments

1. Go to Office → Appointments

2. Click Past appointments

3. Update appointment statuses to:

   • ✅ Completed (service provided)

   • 🔴 Rejected (you did not accept)

   • ⭕ Missed (client did not attend)

   • ❌ Cancelled (service did not take place)

4. Add or adjust payment information as needed

Pro Tip: Always update the status of completed appointments to maintain accurate records, ensure clients receive payment summaries, and generate comprehensive analytics for your business performance.

Can I book appointments on behalf of my clients?

Yes! You can easily schedule appointments for your clients directly through your calendar:

Step-by-Step Booking Process

1. Go to Office → Calendar

2. Select the desired date

   • Note: Only working days with available slots will be selectable

3. Choose an available time slot

4. Click Appointment

5. Select the service

6. Choose the client from your list

7. Confirm the booking

The appointment will be automatically created with "Accepted" status, and your client will receive a notification of the scheduled appointment.

Understanding Available Time Slots

The system displays slots based on your configured settings:

• Only slots within your working hours are shown

• The last available slot accounts for your service duration

• Example: If your schedule is 9:00-12:00, with 30-minute intervals and a 1-hour service, the latest available slot will be 11:00 (allowing the service to finish by 12:00)

Pro Tip

When viewing a time slot, you can also click Out of Office instead of "Appointment" to block that time, preventing clients from booking during that period.

Managing Your Daily and Future Appointments

How can I view and manage appointments for a specific date?

Easily access and manage your calendar by date:

1. Navigate to Office → Calendar

2. Select the date you want to review

3. All appointments for that day will display with their current status

4. To change an appointment's status:

   • Click on the appointment

   • Select ✅ Accept to confirm a pending request

   • Select ❌ Reject to decline a pending request

   • Select 🚫 Cancel to cancel an accepted appointment

This calendar view gives you a clear visual representation of your day, showing both booked appointments and available slots.

How do I quickly check today's schedule?

For an instant view of your day:

1. Go to Office → Today

2. You'll immediately see a chronological list of all scheduled appointments for the current day

3. Each appointment displays:

   • Client name

   • Service type

   • Appointment time

   • Current status (🟡 pending or 🟢 confirmed)

This "Today" view is perfect for preparing your day and ensuring you're ready for all upcoming appointments.

How can I add meeting location or virtual conference details to appointments?

Whether you're meeting clients in person or conducting virtual sessions, you can easily add location information:

Adding Location or Conference Details

1. Go to Office → Appointments

2. Select the appointment you need to update

3. Click Enter location

4. Add the relevant information:

   • For physical meetings: Enter the address or meeting room

   • For virtual meetings: Add the video conference link (Zoom, Google Meet, etc.)

   • For phone consultations: Include any necessary call instructions

Identifying Appointments with Location Information

Appointments with location details already entered are clearly marked with a location pin icon (📍) in your appointments list, making it easy to see which meetings have complete location information at a glance.

Benefits of Adding Location Information

• For in-person appointments: Clients will have precise directions to find you

• For virtual meetings: Clients can join with one click without searching for conference details

• For all appointment types: Reduces confusion and last-minute questions

Your clients will receive this information in their appointment confirmation, helping ensure they arrive at the right place or join the correct online meeting at the scheduled time.

How can I view the details of a specific appointment?

You have multiple convenient ways to access appointment details:

Method 1: From Appointments List

1. Go to Office → Appointments

2. Select the appointment you want to review

3. Click Meeting info

Method 2: From Calendar View

1. Navigate to Office → Calendar

2. Select the date of the appointment

3. Click on the appointment

4. Select Meeting info

Method 3: Through Client Records

1. Go to the Clients menu

2. Select the specific client

3. Find and select the appointment with this client

4. Click Meeting info

Each of these methods provides the same comprehensive appointment details, including service type, duration, status, and location information. Choose the method that's most convenient for your current workflow.

What if my client isn't sure which service they need?

When clients are uncertain about the exact service they require, effective communication is key:

Discussing Service Options

You have several ways to consult with your client:

1. Using the Built-in Chat

   • Initiated by you: Go to Clients menu → select the client → click Chat

   • Initiated by client: They can select you from their Specialists list → click Chat

2. Alternative Communication Methods

   • Use traditional channels like phone calls

   • Connect via messaging apps (Telegram/WhatsApp)

Booking After Consultation

Once you've determined the appropriate service and duration:

1. Either you or your client can find a suitable time slot

2. Book the appointment with the agreed-upon service

Pro Tip: Create Duration-Based Services

To streamline this process:

• Create several generic services based on duration (e.g., "2-hour consultation," "4-hour session")

• Include these in your service list

• When clients book these general services, you can accept or decline based on your discussion

• You can always customize the service details later

This approach gives you flexibility while maintaining a structured booking system for clients who aren't initially sure of their exact needs.

Working with Documents

How do I share documents with clients and manage consents?

You can easily upload and manage documents that apply to all clients:

Uploading Documents

1. Go to Office → Documents

2. Click the Upload button

3. You'll be prompted to send a file:

   • Click the 📎 paper clip icon next to the message field

   • For images or videos: Select "Photo or Video" option

   • For other file types (PDF, Word, etc.): Select "File"

4. Click Send (no caption needed)

5. Enter a descriptive name for your document

6. Specify whether client consent is required:

   • Select Yes if clients must agree to this document

   • Select No if it's for informational purposes only

7. Click Confirm

Managing Your Documents

All uploaded documents will appear in Office → Documents and will be:

• Visible to all your clients

• Available for them to download

Documents requiring consent are clearly marked with a ✍️ icon.

Changing Consent Requirements

To modify whether a document requires consent:

1. Select the document(s)

2. Click Change Consent Requirement

3. Confirm your choice in the follow-up window

This system helps you maintain professional documentation and ensure clients review and acknowledge important policies.

How do I securely exchange confidential documents with clients?

For sensitive materials like test results, medical records, or personalized recommendations:

Private Document Exchange

1. Navigate to Clients menu

2. Select the specific client

3. Click Documents

This section provides a private, secure space where only you and your client can view and download shared documents.

Uploading Confidential Documents

To share a document with a specific client:

1. Click Upload

2. Select your file (no caption required)

3. Enter a descriptive name for the document

4. Your uploaded documents will appear with a 🟣 icon for easy identification

Enhanced Security for Downloads

For maximum security of sensitive information:

• When downloading documents, a unique URL is generated

• This download link is valid for only 5 minutes

• After expiration, simply click download again to generate a new secure link

• This time-limited access helps protect confidential information even if a link is accidentally shared

Important Notes About Notifications

• No automatic notifications: When you upload a document, the client won't receive an automatic alert

• Communication recommended: After uploading documents, return to the chat (click Back then Chat) to notify your client

• Client uploads: Similarly, you won't receive notifications when clients upload documents

Best Practices for Document Exchange

Establish a clear protocol with clients:

• Let them know when you've uploaded important documents

• Ask them to message you when they've shared documents with you

• Consider scheduling a follow-up appointment to discuss shared documents

This secure document exchange system maintains confidentiality while giving you complete control over sensitive information.

How do I check client consent status for important documents?

You can easily monitor whether clients have agreed to your terms, policies, or other consent-requiring documents:

Real-Time Consent Notifications

You'll receive automatic notifications whenever a client:

• Provides consent to a document

• Revokes previously given consent

These notifications help you stay informed without needing to manually check consent status.

Viewing Detailed Consent Status

For a comprehensive overview of any client's consent status:

1. Go to Clients

2. Select the specific client

3. Click Consent Status

You'll see all your consent-requiring documents organized into three clear categories:

• Awaiting review: Client hasn't yet responded

• Agreed: Client has provided consent

• Declined: Client has declined to give consent

Using Consent Information Strategically

This consent status information allows you to:

• Determine if you can proceed with services that require specific agreements

• Identify which clients may need follow-up regarding unsigned documents

• Maintain proper compliance with your professional standards

• Plan appropriate next steps in your client communication

This transparency ensures both you and your clients are on the same page regarding important terms and policies.

Secure Client Communication

How can I securely communicate with clients and organizations?

KALENNER provides encrypted communication channels for all your professional conversations:

Communicating with Clients

1. Go to Clients

2. Select the client you want to message

3. Click Chat

4. Exchange messages in this private thread

This dedicated chat keeps all your client communications in one secure, organized place, separate from your personal messaging apps.

Communicating with Your Organization

If you're affiliated with an organization:

1. Go to Office → Organization

2. Select the organization

3. Click Chat

Note: The Organization button will only appear if you've joined at least one organization.

Advanced Security Measures

Your communications are protected by multiple layers of security:

• Messages are initially encrypted and secured through Telegram's secure infrastructure

• After transmission, messages are re-encrypted and stored in our secure AWS (Amazon Web Services) environment

• This provides complete end-to-end encryption both during transmission and storage

• All data meets industry standards for protection of sensitive information

This security architecture ensures your professional communications remain confidential and protected from unauthorized access.

Help and Support

Where can I find assistance if I have questions?

We're committed to providing comprehensive support for both you and your clients:

Self-Service Help Resources

• Access our knowledge base by clicking the Help button in the Main menu

• Our FAQ pages contain detailed answers to common questions organized by topic

• Both you and your clients have access to these resources

Direct Support

If you can't find what you need in our help resources or encounter any issues:

1. Click the Support button in the Main menu

2. Send a secure message describing your question or concern

3. Our support team will respond as quickly as possible to resolve your issue

We Value Your Feedback

We're constantly working to improve KALENNER based on user experience:

• Have a suggestion for a new feature? Let us know!

• Identified an improvement opportunity? We want to hear about it!

• Encountered any difficulty using the platform? Please share your experience

Simply send your ideas and feedback through the Support button. Your input is invaluable in helping us create the best possible scheduling and client management experience.

Thank you for helping us make KALENNER better with each update!