Integrations · Your diary
Square Appointments
Your agent reads Square's real availability on the call and writes the booking into Square — the same appointment your front desk sees, on the same screen they already use.
Books into it
What it does
Books into Square, not into a copy of Square
It checks Square's availability while the caller is still on the phone and creates the booking there. Your front desk sees it appear in the software they already have open, with the caller's name and the service they asked for. Nobody has to reconcile two diaries at the end of the day, because there is only one.
Your team and your menu come across on connect
One OAuth click imports your staff, your service catalog with its durations and prices, and your forward booking window. The agent then quotes what Square already holds, rather than a second list you have to remember to keep in step. Change a price in Square and the agent starts quoting the new one.
Changes flow both ways
Reschedule or cancel from Harkbell's diary and it pushes to Square while you watch — synchronously, because a person is standing there and a readable error beats an invisible retry. Change it in Square and a webhook mirrors it back within seconds, with a fifteen-minute sweep underneath as the net for anything a webhook drops.
Square wins the arguments
Square owns team assignment, so Harkbell never overrides it. A desk-marked arrival is never un-marked by a sync. If your desk and our mirror disagree about a booking's version, we refresh to Square's answer and tell you we did, rather than silently overwriting the change somebody just made at the counter.
A color and a cut is one appointment
A caller who wants two services in one visit gets one booking in Square with both segments, in the order they happen, and the diary shows each part in its own column, the way Square draws it. Book from Harkbell's own desk onto a Square column and that booking is made in Square too, never in a copy of it.
Square sends the confirmation, and the payment link
A Square studio's client gets Square's own confirmation and whatever deposit or payment link Square is set up to send, so by default Harkbell sends none of its own and the agent never asks a caller how they would like to pay. That is your choice, not ours: in Ways to pay you can have Harkbell send the link instead, or say nothing is paid in advance — and you write how paying works at your studio in one sentence for the agent to say when somebody asks.
Leaving takes nothing with it
Disconnect and we delete the tokens. The mirrored bookings stay as your history, and the agent falls back to taking structured requests rather than going quiet.
Turning it on
- Open Integrations and choose Square Appointments.
- Sign in to Square and approve the connection. Your Square password never reaches us.
- Your team, services and booking window import automatically — check the service list reads the way your callers ask for things, and rename anything that does not.
- Check the Square panel in Integrations. If your Harkbell diary has no appointments still to come and no other booking system is connected, the agent is booking into Square already. Otherwise it reads “Connected — agent not booking”, and you press Book into Square when you are ready — a connection never takes over a diary you are using.
- Publish. Callers are booked into Square from then on.
What this actually takes
- Square Appointments on a plan that permits booking through its API. On the free Appointments tier Square refuses every write, so Harkbell takes structured requests instead — and tells you that is what it is doing rather than pretending.
- One OAuth connect from Integrations. The tokens we hold are encrypted at rest.
- Nothing else. You do not have to move your bookings, export anything, or run two diaries in parallel.
the part nobody else prints
What it will never do
- Book a slot Square says is taken. Square is the truth and it is asked, every time, before a time is offered out loud.
- Silently overwrite a change your desk made. A version clash refreshes to Square's answer and says so.
- Keep your bookings hostage. Disconnect and the mirrored appointments stay as history — we delete the tokens, not your past.
Questions people ask about this one
Does my front desk have to change anything?
No. They keep working in Square exactly as they do now. Bookings the agent takes simply appear there, and changes they make in Square reach Harkbell within seconds.
What if Square is down when somebody calls?
Availability fails closed — an unreachable diary is not an empty diary, so the agent stops offering times and takes a message instead of booking into a void. If Square stops answering at the moment of booking, after it had answered a minute earlier, the agent does not end the call with nothing: it writes the caller's chosen time down as a booking request, you are told at once, and the caller hears that the studio will confirm — never that they are booked. You add it in Square yourself, because Square has not got it. The two point opposite ways on purpose: not offering a time costs the caller nothing they had, while dropping a time that was free sixty seconds ago ends the call with nothing and somebody who has already hung up.
What if two callers want the same time?
Square decides. Each caller's booking is its own request to Square, so two callers asking for the same person at the same time at once are two asks, and Square takes one. If Square says the time has just gone, nothing is written anywhere and the agent offers the caller another time on the same call. Nobody is told they are booked into a time Square did not give them.
Can it book a specific stylist or therapist?
It books against the resources Square exposes, and it notes who the caller asked for. Where Square books by team member, that carries through. It will not promise a named person if the diary cannot honor it.
Your diary
Hear it before you connect anything.
The free plan has real answered minutes. Put it on your own website, ask it the questions your callers ask, and connect Square Appointments when you are convinced.