What's inside
A walk through every part of Keepfilled, screen by screen, in the order you would use them.
Bookings
This is the day's appointment book: everything already booked in, hour by hour.
How to use it
- 1Open Bookings. You land on today. Use the arrows either side of the date to move a day back or forward, tap the date to jump to any day, or tap Today to come back.
- 2Pick one of the three views at the top: List, Timetable or Free times.
- 3To book someone in, tap Add booking at the bottom of the screen.
- 4In Search existing clients by name or phone, start typing. Tap the right person. If they are new, leave the search empty and fill in New client name and their phone number instead.
- 5Type the Treatment. Treatments you have saved appear as suggestions, and the price fills in on its own.
- 6Set the Date, Time, Duration in minutes and the Price.
- 7Turn on Already paid if they have paid, and add Notes if the team needs to know something.
- 8If this is the first of several appointments, turn on Part of a course and type how many sessions in total. The first one is booked now; the rest are created with no date yet, and you book those later from the booking itself.
- 9Tap Save booking.
- 10Tap any booking in the list to open it. From there you can tap Edit, Mark paid, Completed, No-show, Reschedule or Cancel. There is also WhatsApp to message the client and View contact to see their whole record.
- 11If you tap Cancel, you are asked "Cancel this booking?" — choose Keep it or Cancel booking. Straight after, the app asks "Offer this time to the waitlist?". Tap Offer the slot and it takes you to Fill with the time already filled in, or Not now to leave it.
What you can do here
- See the day in three ways. List is a simple top-to-bottom list of who is coming. Timetable shows every hour of the day, so gaps are obvious — tap Free · tap to book on any empty hour to book straight into it. Free times lists only the gaps, each with its length and a Book button, which is the fastest way to answer "when can you fit me in?".
- See the client name, treatment, time, how long it lasts, the price, whether it is paid, and the status of every booking.
- Mark a booking Completed, No-show, Paid or Cancelled in one tap from the booking screen.
- Reschedule a booking by changing its date and time.
- Set up a course of sessions and add extra sessions to it later with Add another session — either with a date, or with Not scheduled yet turned on so you can book it in when the client decides.
- Correct the client's name and phone number from the Edit booking form; it updates their contact record too.
- See the day's total number of bookings and anything still unpaid at the top of the screen.
Why it matters
Most receptionists keep the day in their head, a paper book or a chat thread. Here the whole day is in one place, so anyone on the desk can see what is booked, what is free and who still owes for a treatment. Because the app knows the real gaps in the day, you can answer a walk-in or a phone call in seconds instead of scanning a page.
Working hours and clashes
The app knows when you are open, so it can work out real free time and stop two people being booked into the same slot.
How to use it
- 1Go to Settings and find Working hours.
- 2For each day, Monday to Sunday, use the switch to mark the day Open or Closed.
- 3On an open day, set Opens and Closes.
- 4Tap Add a break for lunch or any other pause, then set Break from and Break to. Add as many breaks as you need, or remove one with the small × next to it.
- 5Tap Save changes. The Free times view in Bookings is worked out from these hours, with breaks taken out.
What you can do here
- Set different hours for every day of the week, and close any day completely.
- Add one or more breaks to any day so nothing is offered during them.
- Book outside your hours when you really need to — the app asks first, it does not stop you.
- Rely on the app to block a genuine clash.
Why it matters
Two bookings in one slot means an angry client and a wasted hour. If you try to book a time that is already taken, the app refuses and tells you exactly what is in the way, for example: "This overlaps with ILHAM, 09:00 - 09:15. Choose another time." You cannot save until you pick a free time. Booking outside your working hours is different — that is allowed, but the app checks first with "The clinic is closed at this time." and you either tap Choose another time or Book anyway.