CaliDiary puts a booking form on your consultancy's WordPress website. Prospective clients book a free discovery call and answer a few qualifying questions; existing clients book paid sessions and workshops; and you can hold any booking as a request until you decide. Everything is stored on your own website.
Northwind AdvisoryBook an appointment
Live demoCheck and confirm
Demo only: a made-up business. Nothing is sent or stored.
Made-up businesses, real CaliDiary features. Each example names the features that do the work.
Northwind Advisory (a made-up consultancy) offers a free 20-minute discovery call. The form asks the size of the business, the problem to solve and the rough budget. Each call is held as a request: the consultant accepts the good fits and declines the rest with a polite email, instead of spending an afternoon on calls that go nowhere.
A returning client books a 90-minute strategy session. Payment is due before the session by bank transfer, with their booking reference beside the bank details. Once it arrives it is recorded with Mark as paid, and on Solo or Pro a numbered invoice with VAT is made on the consultancy's own website.
Before a half-day team workshop, the client uploads their current plan and organisation chart with the booking. The consultant arrives prepared, and the files stay in a private folder on the consultancy's website.
Twice a year the consultancy runs a free open briefing for business owners, with 30 places. People book a place each, the session stops taking bookings when full, and the attendees' answers help shape the agenda.
One person, one customer, a set length.
AvailableAppointments several people can book at the same time.
AvailableThe time is held until you accept or decline.
AvailableNo price, no payment step.
AvailableAn example to adapt: change the names, lengths and prices to your own.
| Service | Length | Price |
|---|---|---|
| Discovery callRequests you approve | 20 min | Free |
| Strategy session | 90 min | $350 |
| Half-day workshop | 3 h | $900 |
| Follow-up call | 30 min | $120 |
| Open briefing for business owners30 places | 60 min | Free |
Hold the time and decide yourself whether to accept or decline each booking.
Know what each booking is about before it starts, with no chasing details by email.
Numbered invoices with VAT lines and credit notes, made on your own site. No add-on to buy.
Show your bank details with a reference, or a payment link per service, then mark as paid.
Hide a few free times so a new diary never looks empty, without pressure messages.
Several people book the same appointment time, up to the limit you set.
The free plan already covers discovery calls, requests you approve and bank transfer details for one person. Solo adds qualifying questions with choices and "show only when" rules, document uploads, invoices and look busy. A consultancy where several people take bookings needs Pro.
A consultant's diary is their stock. Every unqualified call is an hour that cannot be sold, and every back-and-forth email about times is unpaid work. CaliDiary lets prospective clients pick a time that is really free and answer the questions you would otherwise ask on the call, so the first conversation can start at the interesting part.
The booking form builder asks what you need: the size of the company, the problem, the timescale. On Solo and Pro you can use multiple choice, dropdowns and questions that appear only when relevant, such as asking about the current software only when the problem is a systems one. Hidden fields record where a booking came from, for example a talk you gave or a LinkedIn post, without the client seeing them.
Pair those questions with requests you approve and you decide who gets your time. A request holds its slot while you look, and if it is still waiting when the call would have started, it is declined automatically.
Paid sessions can be due before the meeting or on the day. Bank transfer instructions carry the client's own reference, so payments are easy to match, and the To be paid tab lists anything outstanding. On Solo and Pro, CaliDiary makes numbered invoices and credit notes with VAT on your own website. On Solo and Pro, clients can also pay by card, in full or as a deposit, through your own Stripe, PayPal or Mollie account, with no fee from us.
Strategy documents and organisation charts are often confidential. Files uploaded with a booking stay in a private folder on your own server, are opened only by signed-in staff, and are deleted with the booking. Bookings and answers live in your WordPress database, never on CaliDiary's servers.
On Solo and Pro, two-way calendar sync keeps your Outlook or Google calendar and your booking form in step, so a client meeting booked elsewhere is never offered twice, and online sessions get their own Zoom, Teams or Google Meet link automatically. See every feature and its plan on the features page.
Chemistry calls, coaching sessions and small group workshops.
Tax return appointments, discovery calls and documents before the meeting.
Free first meetings, fact-find questions and annual reviews.
Free first calls, paid consultations and conflict checks before you confirm.
Start on the free plan, with no booking limit. Upgrade only when you need to.
