Gecko Booking

2. Create a Replygate API key

Go to Indstillinger → Generelt → Adgangs- og sikkerhedsindstillinger → API nøgler. Create a key named Replygate and enter the clinic’s contact email.

Select the option to restrict access to specific endpoints. Give the key the permissions below. If API access is missing, ask Gecko to enable it for your account. Keep the key private; enter it only in Replygate.

3. Choose what customers can book

In Replygate, open Integrations → Gecko Booking → Connect. Paste the API key and API address. Use the same app number as your Gecko account: an account on app5.geckobooking.dk uses https://app5.geckobooking.dk/api/v1/.

The booking settings are on the same page. All eligible practitioners are included by default. Once you have entered the API details, opening Advanced settings loads the practitioner list. You can turn a practitioner off for all treatments that Gecko allows them to perform.

Choose the clinic’s time zone, such as Europe/Copenhagen for Denmark. Open Advanced settings to review the booking rules. If a practitioner has Plus/minus tid in Gecko, enter the same calendar adjustment there. Confirm that the settings match Gecko, then choose Save. This checks the API credentials and reads your latest treatments before saving the connection; it does not test booking writes or email delivery.

4. Match the important booking rules

Opening hours and busy times come from Gecko. The rules below must be kept up to date in both Gecko and Replygate; they do not sync automatically.

• Start-time interval: in Gecko, open Avancerede indstillinger → Front-end → Vælg tid på dagen. For :00 / :30 starts, enable Vælg frit starttidspunkt, set 30 minutes and select Respekter altid intervallerne. Choose Every half hour in Replygate too.
• Booking deadlines: open Bookingindstillinger → Tidsindstillinger → Kunde. Match Minimum notice (how soon a booking can start), Book ahead (how many days ahead) and Change and cancellation deadline (how close to an appointment it may be moved or cancelled). 60 minutes = 1 hour; 1440 minutes = 24 hours.
• Durations: customer time and reserved calendar time may differ, for example a 45-minute massage with a 15-minute buffer. Gecko’s durations take priority over website or knowledge-file text. Recheck the connection after changing treatments or practitioners; mirror any Plus/minus tid adjustment.
• Confirmation emails: enable Send confirmation email for bookings, time changes and cancellations. Gecko sends customers their appointment date and time. To edit the message or who receives it, open Bookingindstillinger → Notifikationer in Gecko and check the settings for each calendar. The code customers enter in chat is sent separately, even when this option is off. These codes use an active sending mailbox in Contact Hub, with Replygate’s email service as fallback when none is connected.

Shared equipment: machines and rooms

If Anna and Emil share one laser, Gecko must reserve the laser as well as the practitioner. Configure Shared equipment in the saved Replygate connection. New bookings check Gecko’s online availability; time changes use secure customer access so the original appointment does not block its own replacement time. Customers stay in chat or email. No customer or clinic employee needs to sign into Gecko for each booking.

An administrator signs into Gecko once to complete the setup below. Start with a test treatment and keep automatic booking off until the equipment reservations have been checked in Gecko.

• Equipment: open Indstillinger → Booking → Ressourcer and add the machine or room. Under Ydelser → Ret → Ressourceindstillinger, enable Aktiver book af ressource (1) and select it for every treatment that needs it. Include preparation and cleaning time: for example, 30 minutes of treatment plus 15 minutes of cleaning.
• More than one resource: if an appointment can use either of two identical lasers, select them in the same resource section or use a resource group. If it needs both a laser and a room, select the laser in resource (1) and the room in resource (2). Several choices in one section are alternatives; they do not require all the equipment together. Check preparation and cleaning time for each resource.
• Online booking: keep Online booking aktiv on under Avancerede indstillinger → Front-end → Generelt. Make the treatment and practitioners available online. In Bookingindstillinger, allow customers to change their appointments and review the deadline under Tidsindstillinger → Kunde. Separate calendar times must remain visible; do not combine them with Summér alle kalendere.
• Customer access: open Avancerede indstillinger → Front-end → Token log ind and enable Aktiver token logind. Add every Replygate server IP address shown under Shared equipment in Replygate using Tilføj IP in Gecko. If no addresses are shown, ask info@replygate.io for them before proceeding. Do not enter your computer’s IP or allow all addresses.
• In Token log ind, keep Levetid at 1 minute. Leave Auto opret nye kunder and Auto opdatere kunder off. Under Avancerede indstillinger → Front-end → Opret bruger, also turn off Tillad automatisk flyt af kundegruppe ved login. Replygate creates new customers through the normal booking integration when necessary; token login only accesses an existing customer.
• Customer matching: select CustomerEmail when each customer has a unique email address, or CustomerNumber when each has a unique customer number. Choose the same field in Replygate. It must be unique across all Gecko customer groups. Replygate must still identify one customer from their email address in the connected customer groups. Different customer numbers therefore do not resolve two customer records sharing that email address.
• Connection details: copy Nøgle 1 and Nøgle 2 from Token log ind into the password fields in Replygate. These are different from the normal API key. Open Indstillinger → Generelt → Indsætningskoder and copy the insertion code: the value after icCode= in Gecko’s booking embed code. The booking page address is detected when you save; leave its optional field empty. Keep the keys private; Replygate stores them encrypted and does not display them again. If you change the token keys in Gecko, enter both current keys in Replygate and test again. Leave both fields empty to retain the saved pair.
• Save and test: enable equipment booking, confirm the setup and choose Save equipment settings. Saving turns the automatic booking actions off and expires pending offers. Saved settings do not prove that customer access or the IP permissions work; a live booking and time change must confirm this. Enable only the actions being tested. Test a new booking, a nearby time change, two practitioners competing for one machine, cleaning time and a maintenance block. Cancel a test appointment and check that the machine becomes available again. Check the actual equipment reservations in Gecko. Then enable the chosen actions and channels for customers.
• Ongoing use: the online booking page and token login must remain enabled. Changes to Gecko’s booking page can temporarily stop equipment availability. Replygate stops equipment booking if the page cannot be read or customer access fails. Pause the connection in Replygate to stop automation; removing an IP does not immediately end existing customer sessions. If Replygate supplies new server IP addresses, update Gecko’s allowed addresses before re-enabling booking. After changing treatments, equipment requirements, preparation or cleaning time, practitioners or the time zone, review and test the setup again. Save the equipment settings again after changing the Replygate connection settings. Removing a treatment’s equipment requirement means future bookings will reserve no equipment. Treatments with processing gaps, such as hair colouring, are outside this setup.

5. Enable a channel and test the journey

Under Automatic booking, choose whether customers may create, change or cancel appointments, complete the setup checks and save. Cancellation stays off until you enable it. Under Connected channels, choose the website or mailbox where customers may book. Add the channel in Contact Hub first. You can use chat, email or both.

For automatic booking by email, open Contact Hub → Channels → Email, choose the mailbox and enable Auto-send replies under Settings. Choose when automatic replies may be sent under Sending schedule. Keep incoming email and outgoing replies enabled under Connection. With Auto-send off, Replygate prepares drafts for review and does not automatically create, change or cancel appointments from customer emails.

Make a booking using a real email address you control. The customer must confirm before anything is booked. Check the appointment in Gecko and the confirmation email. Chat verifies the email with a code; customers emailing from the address on their Gecko record stay in email. New customers are added to Gecko when they confirm.

Choose Create appointments, Change appointment times and Cancel appointments separately under Automatic booking. Only enable actions you have tested. The simulator lets you practise without changing Gecko bookings; use the real chat or email channel to verify equipment reservations and email delivery.

Customers can cancel their own supported appointments after verification and confirmation when Cancel appointments is enabled. The Change and cancellation deadline applies to both actions. Cancel a test appointment and check that its calendar time and equipment become available again.

If something does not work

No available times? Check the chosen treatment, practitioner, hours, holidays and booking rules. The full reserved duration must fit. Missing email? Check the address, spam folder, Gecko notification recipients and any bounced-address status.

This integration supports appointments with one practitioner, including multiple calendars. Shared machines and rooms need the equipment setup described above. Ask us before using classes, treatments with breaks, shifted starts, Pak tider, duration-based starts or special customer-group rules. If a booking result is uncertain, check Gecko before trying again.