Help for Administrators
Administration
How do I start offering services on Vixly?
- Organization: Add currency, payment service, contact details, social media, branding, description and optionally additional language(s).
- Services: Add one or more services, each with its unique settings including duration, price and appointment method (video, in-person or phone).
- User: Add your availability (when you can be booked) and the language(s) that you offer your service(s) in.
- Invite: Optionally associate and invite one or more colleagues to your organization on Vixly.
- Complete: That's it! If you in step 1 did not select to use own payment system (default), you can now set up Stripe integration to support paid services.
How do I manage my Vixly page, branding and payment service?
- Contact
- Edit organization name
- Edit contact information such as address, e-mail, phone and website
- Edit social media (Facebook, Instagram, LinkedIn, TikTok, X and YouTube)
- Subscription
- Start and manage the Vixly subscription for your organization
- Payment
- Connect your Stripe account (default, recommended), or Use own payment system
- Vixly + Stripe
- Accept upfront payment from clients and offer clients refunds upon cancellations
- Set your Cancellation policy allowing clients to cancel up to X hours prior to the appointment and get a refund
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Set your Refund rate to Y percentNote: For cancellations, the Stripe fees (fixed + variable) and the variable Vixly fee are non-refundable. Consider setting the refund rate accordingly to avoid cancellation costs for your organization.
- Use own payment system
- Send out invoices or similar from your existing system or service
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Set your Cancellation policy allowing clients to cancel up to X hours prior to the appointment at no costNote: Vixly is not involved in any payment collection for bookings or cancellation costs.
- Vixly + Stripe
- Currency
- Select your primary currency
- Optionally add additional currencies
- Connect your Stripe account (default, recommended), or Use own payment system
- Branding
- Select the logo (recommended size 384x384 px), header (recommended size 2400x800 px) and color for your Vixly page
- Description
- Write a short description of your organization in the default language, optionally add the description in additional language(s)
- Optionally, add your certification(s)
- Check Public rating (default) if you want your rating to be shown on your Vixly page
How can I add new services or manage existing ones?
- Click on Create service in the top right-hand corner to launch the Vixly service wizard which will take you through the following steps:
- Select category, enter title and description (in one or more languages) and upload service image (recommended size 400x400 px).
- Select appointment methods (video, in-person or phone), enter duration, time buffer, payment (free or payable) and price.
- Select booking policy (e.g. allow client to select host) and minimum/maximum time in advance for booking and rescheduling.
- Select the host users that you want to make bookable for the service.
- To make changes to an existing service, click on the service in question and make changes to any of the steps listed above.
- When editing an existing service, you also have the option to set Visibility to the following:
- Public (default): The service is shown on all pages
- Personal: The service is only shown on personal pages*
- Private: The service is only available via direct booking link
How can I get my services listed on the Vixly Marketplace?
- Click on the service you want to list on the marketplace
- Click on the List on marketplace button
- Review the Prerequisites and Guidelines, and click on the Request button
How will changes to an existing service affect existing bookings (for the same service)?
- Changes to price or duration will not impact changed/rescheduled bookings (the price and duration that the client originally agreed to remain the same).
- Changes to hosts users may impact changed/rescheduled bookings:
- If a host user is removed from a service, the user cannot be assigned/selected to a changed/rescheduled booking.
- For services not allowing clients to select host user, the host user assignment will be by random for a changed/rescheduled booking.
How do see I see the schedules for host users in my organization?
- Organizations with one or more host users (in addition to your admin user) will see the schedule for the first user (in alphabetical order).
- You may switch between the different host users by using the selector in the top right-hand corner.
- Use the selector and choose Organization to see the schedule for your organization.
- To add an organization-wide event, e.g. Friday beer, double-click on the desired day and time to add an Organization event. Alternatively, click on in the top right-hand corner of the calendar. Organization events will block the schedule for the selected host users but may be removed/declined by the individual host user.
What do I do if one of my hosts is temporarily unavailable for his/her appointments?
- Reassign the appointment to another host user that is available.
- Cancel the appointment and give the client a full refund.
- Reschedule the appointment with the same or new host user.
Go to Admin > Schedule:
- View the schedule of the host user by selecting his/her name in the selector in the top right-hand corner.
- Click on the appointment in question:
- Click Change to reassign to another host user and/or reschedule.
- Click Cancel booking to cancel and give the client a full refund.
For effective rescheduling (and for client satisfaction) we recommend that you call the client and/or select a date/time well ahead of your rescheduling cutoff, should the client need to reschedule.
Upon cancellation, Vixly sends a booking cancellation e-mail to the client and any invited guest(s).
For organizations with an active Vixly/Stripe integration (enabling prepay), paid bookings are fully refunded (100%) to the client when the cancellation is made by Host. The organization will be charged with the Vixly and Stripe transaction fees.
Where do I find the bookings for my organization?
- Search by:
- Period in combination with Users (all or one particular) and/or Services (all or one in particular), or
- Client first name, last name and/or e-mail address.
- Click on a booking to:
- View booked service, date and time, language, participants (host, client and guests (if invited)).
- View payment details (for payable services):
- Amount
- For organizations with Stripe integration:
- Refund: Sum of any refunds paid back to client
- Button to provide client with a refund amount
- Button to go to Stripe for further payment details
- Timeline from when the booking was created to who joined the video call and when.
How can I add new users or manage existing ones?
- Click on Invite colleagues in the top right-hand corner to to invite one or more of your co-workers to join Vixly:
- Enter the e-mail addresses and select the services that you want to make them bookable for.
- Vixly sends an e-mail to the addresses that you add, inviting each of them to become a Vixly user. When they accept the invitation, they will be asked to add their availability and language(s) to make them bookable.
- Vixly sends an e-mail notification to you every time an invitation has been accepted.
- To make changes to an existing user, click on the user in question and make changes to the following:
- Profile information including first and last name, and security (account enabled/disabled, and administrator privileges).
- Services: View/change the services that the user is bookable for.
- Availability: View/change the availability of the user (should be done in close cooperation with the user).
- Spoken languages: View/change the languages that the user provides services in (should be done in close cooperation with the user).
How do Vixly referrals work?
- You become a Vixly affiliate partner by completing the Vixly onboarding wizard for partners.
- You already provide services on Vixly and have access to the admin interface.
Note: A prerequisite for organizations to become a Vixly referrer is that you have a Stripe account and that it is connected to your Vixly account.
You can take the following steps to start earning commission on your referrals:
- Go to Admin > Referrals
- Copy your Vixly referral link (Vixly main page or your Vixly services page) or construct your own Vixly link.
- Share the link with your audience (by e-mail, website, social media, etc.).
Whenever an organization you refer to Vixly (using your Vixly referral link) pay their monthly Vixly subscription, we will transfer 20% of their subscription amount to your Stripe account connected to your Vixly account.
How does the Vixly referral link work? Your unique Vixly referral link will set a 90-day cookie in the browser of the person visiting the link. The referral will be associated with your Vixly account as long as the person starts a Vixly trial within the 90-day period with this cookie set.
Account
How do I access my account?
How do I change the e-mail or password of my account?
- Change e-mail:
- Click on Edit next to your current e-mail address
- Enter the new e-mail address
- Enter the verification code sent to your new e-mail address
- Change password:
- Click on Change password
- Enter and re-enter the new password
- Enter the verification code sent to your e-mail address
How do I subscribe or unsubscribe to Vixly news e-mails?
How do I view my personal information stored by Vixly?
How do I delete my Vixly account?
- Click on Delete my account
- Click on Delete account
- For final confirmation, enter the verification code sent to your e-mail address
Admins can also schedule a video session with the Provider Success Team.