Booking System
User Guide & Operations Manual
Confidential — Internal Use Only
Developed by Black Bear Tech — IT Department
User Guide & Operations Manual
Developed by Black Bear Tech — IT Department
The Capital Guard Booking System is your online appointment scheduling platform. Clients book consultations with Capital Guard advisors directly from the website — no phone calls or emails needed.
The system runs at book.capitalguard.com.au and provides three separate areas:
| Before | After |
|---|---|
| Clients call or email to schedule | Clients book online in under 2 minutes |
| Staff manually check availability | System shows open time slots automatically |
| Reminders sent manually | Automatic reminders at 24h and 1h before |
| No central record of bookings | All bookings tracked with full history |
| Cancellations require phone calls | Clients cancel or reschedule via email link |
| No visibility into no-shows | Dashboard shows no-show rates and trends |
Clients visit book.capitalguard.com.au/booking/ and follow three simple steps:
Pick a specific advisor or "Capital Guard Team" for auto-assignment
Calendar shows available days. Click a date to see open slots
Enter name, email, phone, and answer intake questions
| When | What Happens |
|---|---|
| Immediately | Confirmation emails sent to client and consultant with calendar links |
| 24 hours before | Reminder email sent to both parties |
| 1 hour before | Final reminder email sent |
| After meeting | Admin marks as "Completed" or "No-Show" |
Confirmation emails include a Cancel link (24h notice required) and a Reschedule link. Clients manage their own appointments without calling the office.
When selected, the system checks availability across all active consultants and shows combined time slots. The system auto-assigns the best available advisor when the client picks a time.
Clients book 24/7 through a 3-step process on your website. No phone calls needed.
Confirmation, reminders (24h & 1h), cancellation, and reschedule emails sent automatically.
Clients reschedule via a secure link in their confirmation email.
"Add to Google Calendar" and "Add to Outlook" buttons plus downloadable calendar file.
Add, edit, activate/deactivate consultants. Deactivation auto-cancels future bookings.
Today's bookings, upcoming appointments, cancellation and no-show rates at a glance.
Pre-appointment questions: text, dropdowns, multiple choice, checkboxes.
Every action logged — who did what, when, and from where. Full compliance transparency.
Set each consultant's weekly hours and block specific dates for holidays or leave.
Mark no-shows to track patterns. Dashboard shows rates to identify trends.
Export booking data to a spreadsheet for reporting, analysis, or record-keeping.
Consultants view bookings, manage schedule, block dates, and change password.
Access at: book.capitalguard.com.au/admin/ — Log in with your admin email and password.
| Section | What You Can Do |
|---|---|
| Dashboard | Today's bookings, upcoming appointments, cancellation rate, no-show rate, bookings by consultant |
| Bookings | View all bookings with filters. Click any to see details, add notes, cancel, reschedule, or mark status |
| Consultants | Add/edit consultants, set weekly hours, manage blocked dates, activate or deactivate |
| Settings | Appointment duration, buffer time, advance booking window, cancellation rules, daily limits |
| Intake Form | Create and reorder pre-appointment questions clients see during booking |
| Audit Log | Complete record of every action: bookings, consultants, settings, logins. Filter by date and type |
Access at: book.capitalguard.com.au/consultant/ — Each consultant has their own login credentials.
| Section | What You Can Do |
|---|---|
| Dashboard | Upcoming bookings, today's appointments, personal statistics |
| My Bookings | View appointments with filters. Click any to see client details and add notes |
| My Schedule | Set weekly working hours per day (e.g., Monday 9 AM – 5 PM, Tuesday 10 AM – 3 PM) |
| Blocked Dates | Mark dates as unavailable for holidays or leave. Cannot block dates with existing bookings |
| Change Password | Update login password (requires current password) |
The system sends automatic emails for every key event from info@capitalguard.com.au.
Sent immediately. Includes details, calendar buttons, cancel & reschedule links.
Automatic reminders before appointment with full meeting details.
Sent when cancelled by client, admin, or due to consultant deactivation.
Sent with new appointment details and updated calendar links.
Click a consultant → Availability → set start/end time for each working day → Save. The system divides each day into slots based on appointment duration (30 min) plus buffer (30 min).
Select a date to block and add a reason. If bookings exist on that date, you'll be asked to force-cancel them (clients are notified automatically).
Toggle status to deactivate. The system automatically cancels all future bookings and sends cancellation emails to every affected client. The consultant disappears from the booking page.
| Status | Meaning | How It's Set |
|---|---|---|
| Confirmed | Active, appointment upcoming | Automatically when client books |
| Completed | Client attended | Admin marks after meeting |
| Cancelled | Appointment cancelled | By client, admin, or system |
| No-Show | Client didn't attend | Admin marks after missed meeting |
Access from the Admin Dashboard sidebar. These control how the booking system behaves.
| Setting | What It Controls | Default |
|---|---|---|
| Appointment Duration | How long each appointment lasts | 30 min |
| Buffer Time | Gap between consecutive appointments | 30 min |
| Advance Booking Window | How far into the future clients can book | 30 days |
| Same-Day Booking | Whether clients can book for today | Enabled |
| Minimum Notice | Advance notice for same-day bookings | 3 hours |
| Cancellation Notice | Notice clients must give to cancel | 24 hours |
| Max Bookings Per Day | Appointments per consultant per day | 8 |
| Detail | Value |
|---|---|
| Dashboard URL | https://book.capitalguard.com.au/admin/ |
| admin@capitalguard.com | |
| Temporary Password | CapitalGuard2026! |
Portal: book.capitalguard.com.au/consultant/ — Credentials set by admin at account creation. Consultants should change password after first login.
Booking page: book.capitalguard.com.au/booking/ — No login required. Clients enter details when booking.
| Question | Answer |
|---|---|
| Can two clients book the same slot? | No. First booking wins; the second is told to pick another time. |
| Can clients book on weekends? | Only if the consultant has working hours set for that day. |
| Can I undo a cancellation? | No. The client must create a new booking. |
| Can I customise email content? | Templates are built-in with Capital Guard branding. Contact Black Bear Tech for customisation. |
| What if emails fail to send? | Bookings are never lost. The system retries failed emails automatically. |
| Is there a mobile app? | No app needed. The system works on all devices through the browser. |
| How do I get a monthly report? | Go to Bookings, set date filter, click "Export CSV." Open in Excel. |
| Can I have multiple admins? | Currently one admin account. Contact Black Bear Tech to add more. |
Capital Guard Pty Ltd — Booking System User Guide v1.0.0
Level 36, 1 Macquarie Place, Sydney NSW 2000 • book.capitalguard.com.au
Developed by Black Bear Tech — IT Department • April 2026
The booking system is live at capitalguard.com.au/booking/. Below are recommended locations on the existing Capital Guard website to add links to the booking page. Please review each option and tick the ones you would like us to implement.
Add a "Book a Consultation" button to the main navigation menu, positioned between "Contact us" and "Sign in." Styled as a visible call-to-action button (green background, white text) to stand out from standard menu links.
Visibility: Appears on every page of the website. This is the single most effective placement for driving bookings.
Add a "Book a Consultation" button alongside the existing "Learn More About Us" button in the main hero banner at the top of the homepage.
Visibility: First thing visitors see on the homepage. Captures visitors who are ready to take action immediately.
Add a dedicated "Prefer to book online?" section on the Contact Us page with a prominent button linking to the booking page. Positioned near the existing contact form.
Visibility: Visitors on the Contact Us page are already looking to connect. This gives them a faster, self-service alternative to the contact form.
Add "Book a Consultation" to the first "Quick Links" column in the website footer, alongside Home, Who We Are, Blogs, and Contact Us.
Visibility: The footer appears on every page. Many visitors scroll to the bottom looking for navigation links. Ensures the booking page is always accessible.
Capital Guard Pty Ltd — Booking System User Guide v1.0.0
Level 36, 1 Macquarie Place, Sydney NSW 2000 • book.capitalguard.com.au
Developed by Black Bear Tech — IT Department • April 2026