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Click to jump ahead:
- 1. Start Here: Onboarding
- 2. Getting Started On Our Test Site
- 3. Getting Started On Our Live Site
- 4. The Session With Your Client
1. Start Here: Onboarding
To add you page to our site, we’ll need your username and email address. Your username will be the name you use on the website, while your email will remain private and will not be visible to others. We recommend using a Gmail account, as it’s compatible with Google Calendar, which you may find useful.
Initially, you’ll be added to our Test site before being added to the Live site.
Test Site
Website: www.test.onlinetalk.online
Login: www.test.onlinetalk.online/login
Live Site
Website: www.onlinetalk.online
Login: www.onlinetalk.online/login
After setting up your page and product, here’s how you can access your page:
Test Site: www.test.onlinetalk.online/username
Live Site: www.onlinetalk.online/username
Please note that username should be your actual username.
Here is an example page:
Website: www.onlinetalk.online/annaexample
The Test site (www.test.onlinetalk.online) is a website where you can test and experiment without impacting the Live site (www.onlinetalk.online). This ensures that everything works as expected before your page goes live or your changes to your page go live. All instructions (steps 1-XXXXX) apply to the Test site. Make sure you’re satisfied with your page and settings there before replicating the exact same process on the Live site.
On the Test site, you can test features like making test appointments and even processing payments. These features are unavailable on the Live site.
Information that we need about you is: your username, email address, video call link, languages you coach in, areas of specialization and bank account details.
Please follow these instructions 1-XX to set up your profile in our test site www.test.onlinetalk.online
2. Getting Started On Our Test Site
We will set up your page and product on the test site: www.test.onlinetalk.online2.1 Log In and Set Password
1. We need your username and email address to add you to our site. Once we’ve received this information, you’ll get an email from us containing your login details. Be sure to check your spam folder if you don’t see the email in your inbox. For this guide, we’ll use “Anna” as an example username. Please replace “Anna” with your own username when following the steps below.2. Click the first link in the email to reset your password. This will take you to a page similar to the one shown below. Set your password, save it, and then log in. You can always log in later using this usual login link: www.test.onlinetalk.online/login
2.2 Create Your Page
3.
If you’re not already logged into the Admin Dashboard, log in via one of the following links:
For the Test site version: www.test.onlinetalk.online/login
For the Live site version: www.onlinetalk.online/login
4. After you have logged in, go to Pages > Add New Page.
5. Use your username as the page title. In the example below, the page title will be set to Anna. Make sure you’re in the Text tab of the editor, then paste the following HTML code into the editor window:
<div class="product-div">
[product_page id="X"]
</div>
<h1 class="wp-block-heading has-text-align-center">About Anna</h1>
<p>
This is a sample text. Put some info about you. If you want to begin on a new line, use <br>
and this will be on a new line. If you want to use a space between lines use double <br><br>
and this will be one line apart.
</p>
<h1 class="wp-block-heading has-text-align-center">Another Headline – if you need one</h1>
<p>
Some more text – if you need it.
</p>
<div style="height:30px" aria-hidden="true" class="wp-block-spacer"></div>
6. On the right-hand side menu, disable the page title by checking the relevant checkbox:
7. Finally, click on the Publish or Update button to save your changes:
8. You have now created your page, but it’s not ready yet! Please continue with this guide and proceed to step number 9.
2.3 Your Product
2.3.1 Create Your Product
9.
If you’re not already logged into the Admin Dashboard, log in via one of the following links:
For the Test site version: www.test.onlinetalk.online/login
For the Live site version: www.onlinetalk.online/login
10. You have now logged into the Admin Dashboard. To create your product, navigate to Products > Add New Product.
11. You are now on your product page. Enter your username as the Product Name:
12. Use the right-hand side menu to upload at least one picture of yourself. Click on Set product image:
13. On the right-hand side menu, disable the page title by checking the relevant checkbox:
14. To save your product and all the changes you’ve made, go to the top of the page and click the Publish or Update button on the right:
2.3.2 Product Settings
15. If you’re not already logged into the Admin Dashboard, log in via one of the following links:
For the Test site version: www.test.onlinetalk.online/login
For the Live site version: www.onlinetalk.online/login
16. You need to be on the product page you created in steps 9-14 above. If you’re not already on your product page, go to Products in the Admin Dashboard and click on your product name or image to edit it.
17.
Scroll down to the Product Data section at the bottom of your product page. Follow these steps:
A) Set Product Data to Appointable Product.
B) Check the Virtual box.
In the General tab (as highlighted in yellow in the image below, make the following adjustments:
C) Enter the price you want to charge in the Regular Price (USD $) field.
Here are recommended settings for the time slots D)-H):
D) Set the Duration to 40 minutes — this assumes your sessions last 40 minutes. Zoom offers a free plan for meetings up to 40 minutes.
E) Set the Interval to 1 hour.
F) Set the Padding Time to 20 minutes, which is the amount of time you have between sessions with your clients.
G) Set the Lead Time to 1 day, meaning clients cannot book an appointment less than 24 hours in advance.
H) Set the Scheduling Window to 3 months, so clients can only book meetings up to 3 months ahead.
Here are some more settings I)-L):
I) The Requires Confirmation? option is optional. If enabled, you’ll need to confirm each appointment before it is actually booked, and the customer will pay only after your confirmation. The order status will be marked as Pending – Appointment Waiting for Confirmation.
J) Check the Can Be Cancelled? option.
K) Set Cancelled at Least to 1 day (24 hours), meaning clients cannot cancel an appointment less than 24 hours before the scheduled time.
L) Check the Customer Timezone? option — this is very important!
18.
Now, let’s make some changes in the Staff tab as highlighted in yellow in the image below:
A) Set Selection to Automatically Assigned.
B) Select your username under Staff and click on Assign Staff. This will assign the product you’re creating to your username.
19.
Now, let’s make some changes in the Availability tab as highlighted in yellow in the image below:
A) Check the box for Auto-select?
20. To save your product and all the changes you’ve made, go to the top of the page and click the Publish or Update button on the right:
2.4 Finish Your Page
21.
You have already created your page and product. Now, you will complete your page.
To complete your page you need to find your product id and replace the X in [product_page id="X"] with your actual product id. This is how you do it:
A) Find your Product id. In the Admin Dashboard, go to Products and click on your product name or image to go to your product page. From you product page, locate the product id by checking the URL in your browser’s address bar. The product id is the number that appears after post= in the URL.
For example, if your URL address is:
B) Put your product id at your page. Go now to your page that you created in steps 3-8 by going to Pages and click on your page. Make sure you are at the Text tab and replace the X in [product_page id="X"] with your product id. In this example it would be [product_page id="611"] and the replaced text would look like this:
22. As always, to save your changes you’ve made, go to the top of the page and click the Publish or Update button on the right:
23. Complete your page by adding info about you, please see this page as an example of how a finished page could look like:
www.onlinetalk.online/annaexample
Here is the source code behind that page that you can copy and past to your page:
www.onlinetalk.online/annaexample-code
Do not forget to replace [product_page id="1078"] with your product ID, se number 21 above. You can make your page as you like. You can modify your content till you are happpy about it.
2.5 Set Up Time Slots
2.5.1 How Time Slots Work
This website operates under the Central European Time (CET), which is UTC+1 in the winter and UTC+2 in the summer. This means that if you live in the CET like for example Berlin, you do not have to make any adjustments when you set up your available time slots. Otherwise, you have to make adjustments as described below.
Coordinated Universal Time, UTC, is a standard time format that does not change with daylight savings. However, local times can vary according to the time zone and any seasonal adjustments. For example, New York currently operates on UTC-5, while Berlin is on UTC+1, so if it’s 15:00 in New York, it will be 21:00 in Berlin — a six-hour difference.
When a potential client visits your page (www.onlinetalk.online/username), they will see your availability in their own local time. If, for any reason, the automatic time detection doesn’t work correctly, clients have the option to manually adjust the time zone. This ensures they view your available time slots in their local time, so from the client’s perspective, your availability will appear as intended.
However, you will need to set your availability based on the Central European Time (UTC+1 in winter and UTC+2 in summer). Again, if you live in the Berlin timze zone – you do not have to make any adjustments. But if you would live in London, where the time zone is UTC+0 (winter) and UTC+1 (summer), you would have to adjust your time slots by one hour.
To test if you have set it up correctly, you can create a time slot in the Admin Dashboard and verify that it matches your intended schedule in various time zones by browsing your page. See below for an example.
2.5.2 Example of Setting Up Time Slots
24. Let’s assume you want are in London that has a different time zone than Berlin. You want to meet clients on Monday-Friday 09:00-16:40 in your local London time. To set up corresponding time slots, go to Products [Förklaring] and select your product. Scroll down to the bottom of the page till you come to the Product data box. Choose the Availability tab and click on Add Rule. Fill in as follows and click on Save/Update at the top of the page. Note that Available is set to No for Saturday and Sunday. Note also that the time range is set as 10:00-18:00 since all time slots have to be in Berlin time zone (UTC+1 winter and UTC+2 summer) when setting up time slots. Please, observe that the time slot for the last session will be 16:00-16:40 in your local London time zone.
For example, if you live in London and want to meet clients on Monday-Friday 09:00-16:40, set up and SAVE as follows:
If you then go to your page and choose Timezone as London, the time slots should look like this, where the last session is 16:00-16:40:
25. To make temporary changes to your schedule, go to Users > Profile:
Scroll to the bottom of the page to find the Custom Availability section, where you can add or modify specific rules. For example, if you want to work on Sunday, January 19, 2025, from 13:00 to 13:40 London Time, and ensure you do not work at all on Monday, January 20, 2025, at the bottom of your profile page, and add these adjustments under Custom Availability to override your general availability for that week:
The results will look like this, where the 20th of January is grayed out because you no longer have any available time sloth that day.
Your Custom Availability on the Product page reflects your standard working hours. Meanwhile, your Custom Availability on the Profile page is used to specify any exceptions or changes to your regular availability.
2.6 Calendar and Appointments
26. You can see your appointments by going to Appointments > Calendar. You can also see your appointmnets Appointments > All Appointments. Please, remember all times in the Admin Dashboard are in Central European Time (CET). If you want to see your calendar and appointments in your specific time zone, that is not CET, you can sync your calendar in the Admin Dashboard with Google Calendar, se next chapter 2.7 Sync With Google Calendar.
Types of Order Status:
Unpaid: Appointment requires payment. Order hasn’t been paid for.
In-cart: Appointment is in cart. Order hasn’t been paid for.
Pending: Appointment waiting for confirmation.
Confirmed: Appointment is confirmed. Still requires payment.
Paid: Appointment has been paid. Order is not complete yet.
Cancelled: Appointment has been canceled.
Complete: Appointment has been paid. Order is also complete.
ending: Appointment waiting for confir
2.7 Sync With Google Calendar
2.71 Sync With Google Calendar
This chapter is only if you want to sync your calendar in the Admin Dashboard with Google Calendar. If you do that, you will be able to see your booked slots in your google calendar.
For this to work, you need a Google Account, which is for free.
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1. Log on to your Google account in the same browser than following steps. Is it really needed?
2. Choose your Calendar ID.
3. Sync Preference, choose “One way – from Store Google”. It is easy to make some changes in Google by mistake.
4. Go to User and click on you name som you come to your profile. Click on Connect with Google.
5. Click on update prodile.
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2.8 Payment: Stripe and PayPal
The client can make a paymnet with either Credit/Debit Card or with Paypal. If the booking is cancelled, from either your or the client’s side, the money will not be automatically sent back to the client.
It is possible to to make a test booking on the Test site version with Credic card by using card number 4242 4242 4242 4242, and using a valid expiration date, like 03/33 and a security code.
2.9 Making a Test Booking (Test Site Only)
This section explains how the booking process works from both the customer’s perspective and your perspective. Please note that test appointments can only be booked in the Test site version and not in the Live site version.
Let’s assume a client from New York wants to book your last session of the day. Here’s how the process works:
When the client visits your page, he will automatically be detected as a visitor from New York. The client will select the latest available time on 2025-01-15, which is the 10:00–10:40 time slot in New York (UTC-5). This corresponds to 09:00–09:40 in Berlin (UTC+1), where you are located.
The client from New York makes a booking at your page:
The client procedees with typing in Email adress, Credit card info or choosing Paypal, accepting Terms och Privacy policy, and placing order.
The client gets a confirmation, and gets an email with video call link. You, as the coach is also notified via email.
You will see the appointment in your Admin Dashboard. The status her og the appointment is Paid, beacuase the appoin´tment did not have to wait for your confirmation (see 17. I)).
If you have Admin Dashboard connected to your Google Calendar, you will be able to see the appointment also in your Google Calendar. In your Google Calendar you can change your time zone, or even hav two different timezones.
3. Getting Started On Our Live Site
When you are happy with your page at the test site, it is time to go live, that is setting up your page on the Live site and be able to be booked be clients. In order to set up your page at the Live site, you have to redo all the steps above, but now on the Live site instead:www.onlinetalk.online
4. The Session With Your Client
You will meet your clients online through video calls, typically lasting 40 minutes on Zoom. Zoom is free for meetings up to 40 minutes. To set this up in our system, we need to know which video call link you will be using. The easiest option is to use the same video call link every time and admit clients to the call only if their email matches the one used for booking.
The client’s email address is the only personal information we store, apart from some payment details. You can ask for the client’s first name, and it is sufficient for you to introduce yourself using the same name you display on your page.
Calendar
4. Different types of Order Status. Order Status Unpaid: Appointment requires payment. Order hasn’t been paid for. In-cart: Appointment is in cart. Order hasn’t been paid for. Pending: Appointment waiting for confirmation. Confirmed: Appointment is confirmed. Still requires payment. Paid: Appointment has been paid. Order is not complete yet. Cancelled: Appointment has been canceled. Complete: Appointment has been paid. Order is also complete.
After you have clicked on Publish in the previous step, you can now view you page in Test by going towww.test.onlinetalk.online/username, or for Live site: www.onlinetalk.online/username.
For this example, your page would be www.onlinetalk.online/anna.
You can also click on the direct permalink under the Page title from your page editor.
You can always later change your password in Users > Profile
4. Please remember, you will have to replace the X in [product_page id="X"] with your actual product id. You can not get a product id before you have created a product, which is step number XX-YY in this guide. For now, just leave [product_page id="X"].
21.
After publishing your product, locate the Product ID by checking the URL in your browser’s address bar. The Product ID is the number that appears after post= in the URL.
For example: https://www.test.onlinetalk.online/wp-admin/post.php?post=611&action=edit
In this example, the Product ID is 611. You will use this Product ID in point XX below, where you will replace [product_page id="X"] with [product_page id="611"].
TTTTTTTTTTTTTTTTTTTTTTTTTTTTTTTT Here’s an example of how to set up time slots for every day at 21:00 Berlin time. In the Admin Dashboard Go to Product and select you product. When you are Edit product page, scroll down till You come to the Product data box and click on the avaolability tab. Click on “Add Rule” and choose Recurring Time (all week) and fill in as follows:
Now, go to your page in the browser, select your timezone, and confirm that the time matches your intended slot (21:00 Berlin time).
And people in New York will see the same slot as 15:00.
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21.
After publishing your product, locate the Product id by checking the URL in your browser’s address bar. The Product id is the number that appears after post= in the URL.
In this example, the Product id is 611. You will use this Product ID in point XX below, where you will replace [product_page id="X"] with [product_page id="611"].
In this example, the Product ID is 611. You will use this Product ID in point XX below, where you will replace [product_page id="X"] with [product_page id="611"].
This step assumes that you have created and set your product settings, meaning you have completed 2.3 Your Product, steps xx-yy. Please wait with you editing before you have created a product (step xx) and hence got a product id.You can skip the xx-xy if you When you have a product id you can replaced the X in [product_page id="X"] with your product id. Your Page will not be finished before you have your product on your page. Without the product on your page the client will not be able to book you.
22.
If you are not already logged in, then log in via this link (for Test site version)
www.test.onlinetalk.online/login
or, for Live version:
www.onlinetalk.online/login
23. From the Admin Dashboard, can can edit your page by going to Pages and then select your page.
5. You can view your page in Test by going to
www.test.onlinetalk.online/username, or for Live site: www.onlinetalk.online/username.
You can also click on the direct permalink under the Page title from your page editor.
Replace the X in [roduct_page id=”X”] with your product id.
Publish
6. Provide info what to display on you page www.test.onlinetalk.online/username
6. Make sure that you know whether you are at the Visual or Text mode when editing. You can modify your content till you are happpy.
Your page is what your client will see and book appointment with you from the page. On your page you can write about you, your interests, hobbies etc. For a finished example of how a page could look like, please visit: www.test.onlinetalk.online/annaexample
Provide info what to display on you page www.test.onlinetalk.online/username
We need something under “About You”, that is who you are, where you live, what hobbies you have etc. We need some photos of you, your specialities (for example Anxiety, Self-esteem, Trauma), which languages you speak (for example Swedish, English). It is OK to send us a draft, and then modify it when needed. We can at any instance change this information about you, just let us know.
7. Your page will be found at www.test.onlinetalk.online/username wwwwwwwwwwwwwwwwwwwwwwwwwwwwwwww
week you want to make some changes If you work according to the picture above, that is, Wednesdays 09:00-12:00, Saturdays 08:00-14:00 and Sundays 20:00-22:00, but you want to cancel some of you availiability just one certain time, you can do as this: Go to your profile Users > Profile and scroll down to the bottom of your Profile Page. Add the following rules to your Custom Availability. Your Saturday the 2024-11-09, and your Sunday 2024-11-10 between 20:00 and 21:00 will not be able to book.
Important, in the image, also ADD a time slot!!!, with Available = Yes for a Monday between 08:00-09:00.
You can modify your content till you are happpy about it.
6. Provide info what to display on you page www.test.onlinetalk.online/username
We need something under “About You”, that is who you are, where you live, what hobbies you have etc. We need some photos of you, your specialities (for example Anxiety, Self-esteem, Trauma), which languages you speak (for example Swedish, English). It is OK to send us a draft, and then modify it when needed. We can at any instance change this information about you, just let us know.
7. Your page will be found at www.test.onlinetalk.online/username
4. You can sync your Calendar in WordPress Admin Dashboard with your Google Calendar. You can chose One-way Sync or Two-way- One-way is rcomended because it is easy to make a mistake in Google Calendar. Make a page /c and add your Calendar (
Test Site: www.test.onlinetalk.online/username
Live Site: www.onlinetalk.online/username
Please note that username should be your actual username.
Your time slots are not working yet – you will set them up in the next chapter.
