Frequently asked questions

Accounts & access

How do I log in? Go to your workspace's …/admin address and enter your email and password. See Getting started.

I forgot my password. Choose Forgot password on the login page and follow the email link.

A staff member I added can't log in. If you gave them a temporary password, they're asked to set their own on first login. Make sure they're using the email you added.

The navigation only shows Dashboard and Messages. This is almost always a temporary session-sync issue, not lost data. Sign out fully and back in. If it persists, contact your administrator.

Why can't I see a page my colleague can? Either the module is off for your business, or your role doesn't include that permission. See Roles & permissions.

Can I belong to more than one business? Yes, use the workspace switcher (top-left) to move between them.

Plans & billing

What's the difference between Solo and Business? Solo covers day-to-day running (bookings, payments, invoicing, customers, roster and more) for a single operator. Business adds every other module, including the AI assistant, memberships, compliance, documents, team wellbeing and stock, and it includes 20 team members with the option to buy extra seats as you grow. Your live plan and price are on Plan & billing.

Is there a free trial? Yes, a no-card free trial. You subscribe when it ends to keep access.

What happens if my subscription lapses? Your team sees a reactivate screen and the back-office locks, but your data is kept safe. Re-subscribe to restore access.

A module is locked / greyed out. It isn't in your current plan. Upgrade on Plan & billing.

Modules & customisation

Do I have to use every feature? No. Every module is on/off per business. Turn on only what you need.

Can I rename things to suit my trade? Yes, bookings, the people in them, recipes/menu, categories, roles, prices, packages and more are all editable. If you find a fixed list you can't change, that's the exception, not the rule.

I changed a label and the menu wording changed too. Expected, the nav and pages follow your wording (e.g. "Appointments", "Services").

Bookings & customers

Customers can't book online. Check the experience is Live, has spaces or equipment attached, and has open availability (use the experience's Availability preview). See Bookings.

A new booking's customer isn't in my Customers list. The directory groups by email; a booking without an email won't form a CRM record. See Customers.

Can I move or cancel a booking? Yes, open it in Bookings and use Reschedule or Cancel booking; the customer is notified.

Someone booked over the counter. Do I need to block that room out? No, just enter the booking: Calendar → New booking (or the same button on Bookings). It takes a real room and a real time, so the website stops offering that slot on its own and there is nothing to undo afterwards.

I'm away one Saturday and only want one room booked. How do I block out the others? Calendar → Block out. Pick the date, choose All day or Part of the day, then under What to block pick the space, or the thing you offer, that you want held back. Do it once for each one. Everything you did not name carries on selling, so the day can run on a single room. See Calendar.

Does blocking out time cancel bookings I already have? No. It stops new bookings only. Anything already booked in that window is still going ahead, and the app tells you how many when you block, so you can cancel them yourself if that was what you meant.

Can my team still take a booking on a blocked day? Yes, that is deliberate. In New booking a blocked time still appears, drawn with a dashed edge and its reason, and you can pick it. You never have to unblock a whole day to take one phone call.

Will a customer be told why a time is unavailable? No. Customers only ever see that a time is not available. The reason you type on a block is for your team, and it appears on your calendar only.

Someone has called in sick and their day is fully booked. What do I do? Two things, in this order. Stop new bookings: open Time & pay → Roster & timesheets and mark them off for that day, or approve their leave. Their times disappear from the booking page straight away. Then move the clients they already have, because marking someone off never moves or cancels a booking: open the Calendar, switch to the Staff day view, and select Move day in that person's column. Every client is listed with the real openings on the people who can take them, so you place each one with a click. See Calendar.

The other people's times don't line up with the sick person's. Does that matter? No, that is what the screen is for. A 9:00am can go to 2:30pm with someone else, the 10:30am to 1:20pm with a third person, and the 12:00pm to tomorrow morning. Every time it offers is one that genuinely fits that job on that person, so you never have to work out whether a gap is long enough.

Does the customer know their booking moved? Yes, by default. Every move emails them their new date and time, the reference, where to come and a link to their booking, and if they are now with somebody else the email says so in words: "You'll be with Jess this time." It also offers them a one-tap link to put the new time in their calendar, and reminds them to delete the old entry, because nothing we send can change an entry already sitting in their phone. Their confirmation tick is cleared and the automatic reminder is re-armed, so the reminder goes out again for the new time. Your team is notified either way.

Can I move a booking without emailing the customer? Yes. On Move day there is an Email each customer their new time tick box, on by default. Untick it when you are going to ring them instead, which is usually right for a change happening today: an email about a 2:30pm that somebody reads at six in the evening is worse than no email. A booking with no email address on it says so on the row, so you know who needs a call regardless.

Will rescheduling change who the customer is with? Not unless you say so. Reschedule keeps whoever the booking is with, and Who with is where you change it: keep them, let the app pick whoever is free, or move the client to a named colleague.

What is the difference between a closure and blocking out time? A closure (Roster → Closures) is whole days for the whole business, and it tells the roster you are shut: use it for public holidays and shutdowns. Block out (Calendar) holds back one room, one thing you offer, or part of a day, while the team keeps working.

Money

Why don't Payments and Accounting totals match? Payments tracks card collections; Accounting exports invoices. They can legitimately differ if not every booking is invoiced. Both are correct for their purpose.

How do payouts work? Through your own connected Stripe account, straight to your bank on Stripe's schedule. HappierBiz doesn't hold your funds.

A quote won't show as income. Convert the accepted quote into an invoice; only invoices count.

Marketing & privacy

Who receives my marketing emails? Only customers who have opted in. Opted-out and non-consenting customers are never included, and every email has a one-click unsubscribe.

Can I email everyone on my list? Only the opted-in segment. This is a deliberate compliance choice (Australian Spam Act). Grow consent with the booking opt-in.

Are my documents and files safe? Yes, sensitive files use private storage and expiring links, not public URLs. See Documents.

The AI assistant

Can the assistant change or delete my data? Only with your confirmation. The full (Business) assistant can do a few things, post a team announcement, mark a booking paid, create a booking, approve a request, or reschedule a booking, but only by proposing them: nothing runs until you click Confirm, each is reversible (Undo) and logged, and it re-checks your permission. If an action would email the customer (a booking confirmation, approval or reschedule notice), the card says so before you confirm. Otherwise it just reads and guides. The Help assistant can't take actions at all.

Does it share my business data? The full assistant uses a small, private summary (counts and first names only, never emails, phones or surnames). When you ask something specific it can also look it up in your own internal notes (handover notes, customer-profile notes, announcements, form submissions) and answer from the matching excerpts, only the sources you've switched on, and only your own business's records. That data is sent securely to the AI provider (Anthropic) to generate the answer; the Help assistant sends even less (just your business name + your question). HappierBiz doesn't store your conversations. Full detail: AI, data & privacy.

Does Anthropic (the AI provider) keep my data or train on it? No training, Anthropic doesn't use commercial-API data to train its models, and retains it only briefly for safety before deleting it. HappierBiz keeps only a count of questions used, not the chat itself. See AI, data & privacy.

What should I avoid typing into the AI? Don't paste customers' personal details (full names, emails, phones, card or health info), whatever you type is sent to the AI provider, and you don't need to: the assistant already has the safe summary it needs.

It says I've hit a limit. Each plan includes a monthly question allowance that resets next month; or upgrade for more. See AI assistant.

Team

How do I add staff? Team → Staff list → add them and set a role.

How do leave and rostering interact? Approved leave automatically blocks new bookings for that person and shows on the roster's who's-away. See Leave.

Are pulse check-ins anonymous? Yes, Team happiness shows aggregate morale, not individual responses.

Can't find your answer? Try the Troubleshooting guide or ask the in-app AI assistant.