Practical, step-by-step guides to setting up your practice, taking bookings, collecting payments and bringing clients back.
Guide 1
How to set up your practice in AstrooGrid
The order that gets a practice running smoothly in a single afternoon: services, hours, clients, team and your booking link.
Start with your services and fees
List the consultations you offer, such as a horoscope reading, marriage matching, a numerology session or a Vastu site visit, with the fee and usual length of each. These are what clients choose from when they book, and what payments are recorded against.
Keep the list short to begin with. You can add more services later, and a short list is easier for new clients to understand.
Set your working hours before you share anything
Choose your working days, start and end times, a lunch break and the length of each slot. Add a buffer between consultations if you like time to write notes or travel.
Mark any holidays you already know about. Online booking only offers times inside these rules, so getting them right first avoids awkward reschedules later.
Bring in your existing clients
If you already keep a client list, import it instead of typing it again. Add birth details and link family members as clients come in, rather than trying to complete every record on day one.
Invite your team
Give each person their own sign-in and a role: owner, astrologer, receptionist or accountant. A receptionist can then manage bookings without seeing private notes or revenue.
Share your booking link
Finally, add your booking link to your Instagram bio, Google Business Profile, WhatsApp status and website. From here, new requests arrive in one place for you to approve.
How to take online bookings without double-booking
Let clients book themselves while you stay in control of your calendar, your breaks and your days away.
Let your rules decide the free slots
Double-booking usually happens when free times are worked out by hand. In AstrooGrid, available times come from your working hours, breaks, buffers and existing appointments, so a slot that is taken is never offered again.
Approve before it reaches your calendar
Online requests wait in an approval queue. Check the request, approve it, and it becomes a confirmed appointment. If the time does not suit, contact the client and offer another.
Confirm and remind on WhatsApp
Once an appointment is confirmed, a WhatsApp confirmation can go to the client, and a reminder before the consultation. Clients who are reminded are less likely to forget or arrive at the wrong time.
Block days early
As soon as you know you will be travelling for a site visit or taking a festival off, block those dates. It takes seconds and prevents the one booking you would have had to cancel.
Record what was paid, keep the balance visible and follow up politely, so earned money is actually collected.
Record the payment against the consultation
When a client pays, record the amount and method against the consultation it is for. If they pay only part of the fee, record what they paid; the rest becomes outstanding automatically.
Review the outstanding list weekly
The Outstanding Payments list shows every balance with how long it has waited. A weekly look keeps small amounts from piling up, and the oldest dues appear first.
Remind without awkwardness
Send a short, friendly payment reminder on WhatsApp, or set a follow-up to mention it at the next consultation. When the payment arrives, record it and the balance clears.
Handle cancellations cleanly
If a paid consultation is cancelled, either refund the client or keep the amount as credit for their next booking. Both are linked to the original payment, so nobody has to remember what was agreed.
Repeat clients are the steadiest part of a practice. A few habits with follow-ups make them far more likely to return.
Set the follow-up during the consultation
The best moment to plan a follow-up is while you are still with the client. Add it with a date and a reason, such as a remedy check-in in three weeks or the next reading after an important date.
Let your day remind you
Due follow-ups appear in My Schedule on the right day, alongside birthdays. A short WhatsApp message or call takes a minute and shows the client you remembered.
Use family links
When families are linked, a follow-up with one member often leads to a consultation for another, such as a child’s education or a marriage match.
Watch your repeat clients
Business Trends shows how many clients come back each month. If the number rises after you start following up consistently, you know the habit is working.