Step by step guide to set Consultation Booking System

Is Your Calendar Secretly Your Biggest Problem?

Let’s be honest: Are you still playing endless email tag just to schedule a single meeting? As a dedicated coach, consultant, or therapist, your real job is to transform lives—not spend an hour a day manually managing appointment slots, fighting double-bookings, or chasing down payments. That’s a serious energy drain, and it’s so last-decade!

The Online Psychology Counseling market, which was valued at $3.98 billion in 2024 with North America as the largest region, is projected to surge to $10.87 billion by 2029 at a 22.2% CAGR, primarily driven by the increasing prevalence of mental health disorders and innovations in digital counseling platforms.

Imagine a world where your booking process is as effortless as your best-in-class service. That’s where WpBookingly Pro steps in. This isn’t just a plugin; it’s the ultimate consultation booking system that turns your WordPress site into a 24/7 scheduling superstar. It handles everything from strategy sessions and group workshops to virtual mentorships, cutting out the chaos so you can focus 100% on impacting your clients.

Inspired by the slickest setups in professional services, this guide will walk you through setting up WpBookingly Pro from A to Z. Get ready for automated payments, instant calendar syncs, and “no more no-shows” reminders—all without touching a line of code! Ready to ditch the booking headache and finally reclaim your time? Let’s dive in!

Why WpBookingly Pro is Your Consulting Business’s New BFF

We know you’re busy, so let’s cut right to the chase: You need a consultation booking system that works as hard as you do. Here’s the breakdown of why WpBookingly Pro is the smart, strategic choice for busy pros:

Stop Chasing, Start Selling

This plugin is built to maximize your time and revenue.

• Zero Double-Bookings: Instant, real-time sync with Google Calendar means you are always protected from scheduling conflicts.
• Get Paid Effortlessly: Full integration with WooCommerce allows you to securely accept payments via Stripe, PayPal, and more—and even offer easy upsells (like a 30-minute “Deep Dive” session!).
• Cut No-Shows in Half: Automated, personalized email reminders dramatically reduce cancellations, protecting your income and time.

Premium Client Experience (That’s Effortless for You)

The booking process is often the first touchpoint with a client. Make it shine!

• Perfectly Branded: Customize the look and feel of your forms and booking pages to seamlessly match your website’s style.
• Flexible Scheduling: Easily set up different session types—from one-off intro calls to recurring weekly coaching packages.
• Global Reach, Local Feel: With multilingual support and GDPR compliance, you can confidently serve clients anywhere in the world.

The Smartest Investment You’ll Make All Year

Professional power doesn’t have to come with a hefty price tag.

• Affordable Excellence: Trusted by thousands and consistently rated 4.9/5 stars, the Pro license starts at an incredibly low annual fee. This tool pays for itself almost instantly!
• Scales With You: Whether you’re a solo practitioner managing your own time or you’re growing a team of counselors, WpBookingly Pro is designed to handle it all.

Ready to transform your booking process? Head over to wpbookingly.com, grab your Pro license, and let’s get this system built!

Step 1: Install and Activate WpBookingly Pro

Getting started is as simple as any WordPress plugin.

Log into Your WordPress Dashboard: Head to Plugins > Add New.

Search and Install the Free Version: Type “WpBookingly” in the search bar, hit Install Now, then Activate.

Run the Setup Wizard: Upon activation, a quick wizard pops up. Install WooCommerce, Select “Consultation Services” as your industry, set your timezone, and choose basic currency (e.g., USD). Pro tip: Enable mobile optimization right away for on-the-go bookings.

Upgrade to Pro: From your dashboard, go to WpBookingly > License and enter your Pro key (emailed upon purchase). Install MagePDF. This unlocks premium features like custom durations and loyalty programs.

Time Estimate: 5 minutes. Tip: If you’re on a staging site, test there first to avoid disruptions to the live site.

Get WpBookingly Pro .

Step 2: Create Your Consultation Services

Define what you offer—think “30-Minute Strategy Call” or “30-Minute Therapy Session.”

Navigate to Services: Go to WpBookingly > Services > Add New.

Basic Details:

Title: Mage Consultancy.

Description: Add engaging details.

Duration: Set base time (e.g., 30 minutes).

Recurring: Enable for ongoing clients (e.g., bi-weekly check-ins).

Add new category

Visuals: Upload a hero image (e.g., a calming office setup) and categorize (e.g., “Psychology Therapy”).

Add new service.

Add service name, details and price and click Save Close.

Save and Repeat: Create 3-5 core services to start.

Time Estimate: 10-15 minutes per service.

You can learn more about WpBookingly pro from this guide.

Step 3: Set Up Staff and Schedules for Consultation Teams

Staff management is where WpBookingly Pro truly excels for consultation businesses, allowing you to coordinate multiple coaches, therapists, or counselors without chaos. Whether you’re a solo consultant or leading a team, assign providers to specific services, set personalized availability, and give staff their own dashboards for efficiency. This prevents overlaps, respects work-life balance, and lets clients select their preferred expert (e.g., a therapist specializing in anxiety).

Key Staff Management Features

• Provider Assignment: Link staff to services for targeted expertise.
• Custom Schedules: Define hours, breaks, and off-days per person.
• Permissions & Access: Staff can view/edit their bookings via a secure front-end panel.
• Notifications: Personalized alerts for new bookings or changes.
• Integrations: Per-staff Google Calendar sync for seamless coordination.

Step-by-Step Staff Setup

Select Staff Members.

Add Staff Members: Go to WpBookingly > Staff > Add New.

Details: Enter name, email, phone, and a professional photo/bio (e.g., “Mahin”).

Save: Repeat for your team—start with 1-5 members.

Assign Services to Staff:

Go to your Consultancy Booking and select Staff Member Settings.

In the staff profile, scroll to “Services” and check boxes for relevant offerings (e.g., assign Therapist A only to “Psychology Consultancy”).

Pro Tip for Consultations: Use this to specialize—e.g., Business Coach for strategy calls, Wellness Expert for group therapy—to build client trust and match expertise.

Learn more about staff management from how to add staff.

Configure Individual Schedules:

Working Hours: Set default shifts (e.g., Mon-Thu 10 AM-6 PM) with customizable days.

Breaks & Buffers: Add lunch breaks (1 PM-2 PM) or post-session buffers (15 mins for debriefs—crucial for therapists).

Holidays/Off-Days: Block recurring off-days (e.g., Fridays for admin) or one-offs (e.g., “Team Retreat: March 15”).

Time Slots: Define increments (30 mins for quick consults, 60 for deep dives) and daily limits to avoid burnout.

Enable Google Calendar Sync (Pro Per-Staff):

In WpBookingly > Settings > Integrations > Google Calendar, connect each staff member’s calendar individually.

This auto-imports external events (e.g., a coach’s networking lunch) and blocks slots, ensuring real-time accuracy.

Staff Dashboard & Notifications:

Staff log in via a secure link to view their calendar, upcoming bookings, and client notes.

Customize notifications: Email/SMS for new bookings, with Pro options for staff-specific templates (e.g., “Reminder: Prep for [Client]’s session on trauma recovery”).

Time Estimate: 15-20 minutes for initial setup; 5 mins per additional staff. Best Practices for Consultation Staff:

• Balance Workloads: Monitor via the admin reports to redistribute if one therapist is overloaded.
• Client Matching: Display staff bios/images in booking forms for informed choices.
• Training Tip: Share the staff portal login during onboarding—empowers teams and reduces admin queries.
• Scalability: For growing practices, use bulk import for CSV staff lists.

With this, your consultation team stays aligned, freeing you to focus on client impact.

Step 4: Integrate Payments and Notifications

Secure transactions and keep clients (and staff) in the loop.

1. WooCommerce Setup: If not installed, add it via Plugins > Add New. Then, in WpBookingly > Settings > Payments, enable WooCommerce.
   • Gateways: Connect Stripe/PayPal—clients pay deposits upfront (e.g., 50%) to secure spots.
   • Extras Pricing: Categorize upsells for easy checkout.
2. Notifications:
   • Emails: Customize templates in Settings > Notifications—e.g., “Your session with [Coach] is confirmed for [Date]! Here’s your Zoom link.” (CC staff for prep).
   • Reminders: Auto-send 24-hour alerts; Pro adds SMS via Twilio integration.
   • PDFs: Generate branded invoices/tickets with booking details.
3. CSV Exports: For record-keeping, export data from Bookings > Export to analyze trends like peak times or staff utilization.

Time Estimate: 10 minutes. Tip: Start with deposit-only payments to reduce refunds; offer full refunds for 24-hour cancellations.

Step 5: Launch, Test, and Optimize

Go live and refine based on real use.

Test Bookings: Book a dummy session as a client—check flow, payments, calendar sync, and staff notifications.

Select date and time and proceed to checkout.

Select the staff for the consultancy.

Place the order.

Pro Optimization:

Happy Hours: Discount off-peak slots (e.g., 20% off evenings).

Loyalty: Set up coupons for repeat bookers.

Analytics: Track no-shows and engagement to tweak availability.

Go Live: Embed the form on your homepage, services page, or even a pop-up. Promote via email: “Book your free intro call today!”

Time Estimate: 20 minutes + ongoing tweaks. Tip: After launch, survey first-time bookers: “How was the process?” to iterate quickly.

If you are done with Consultancy booking check out how you can create medical appointment system.

Wrapping Up: Book More, Stress Less

With WpBookingly Pro, your consultation business just leveled up—from chaotic calendars to a polished, profitable system with expert staff coordination. Solo therapists are seeing 30% more bookings, while coaching teams report halved admin time. It’s not just a plugin; it’s your virtual assistant.

Pricing starts at $29/year for Standard (unlimited bookings, basic sync) up to $199/year Professional (teams + advanced reports), or snag lifetime Enterprise for $69. Questions? Hit up their 24/7 support or docs at wpbookingly.com.

What’s your first consultation service? Drop a comment below, and let’s chat! Ready to transform your practice? Download WpBookingly Pro now.

Frequently Asked Questions (FAQs)