Plan information
CalGest has one plan with every feature, roles and permissions included.
Yearly billing is two months free: you pay for ten months and get twelve. People who only sign in, such as a receptionist or a manager, are free. Prices exclude VAT.
What each person who takes bookings adds:
The plan includes up to 25 people who take bookings and up to 50 team members in total, including people who only sign in, and up to 5 locations. For more, contact sales about a custom plan.
Usage metrics
The mobile app’s Plan & Usage screen shows the same figures in a shorter form: it leaves out the lists of what used the included SMS, where SMS went and the prices by country.
People you pay for
You pay for each active team member with Takes appointments on, and always for at least one. Everyone else is free: people who only sign in, inactive members and pending invitations for someone without a calendar. See Team members. Billing follows the team on its own. Adding someone who takes appointments, reactivating them or turning Takes appointments on adds €8 a month, unless they are the only one, whom the base price covers; deactivating, removing or turning it off takes the €8 away. The change is prorated and shows on your next invoice, so there is no seat to buy first and none to give back.Included appointment SMS
On a paid subscription, the plan includes 150 SMS a month to Portuguese (+351) numbers for the first person who takes bookings and 100 for each more, shared by the whole team. These SMS don’t use credits. Two people who take bookings get 250, five get 550. The allowance follows the people you pay for, so when someone starts taking appointments mid-month, their 100 count straight away. The month follows your organization’s time zone and starts again on the 1st.- What’s included: reminders, cancellations, time changes, booking received, booking confirmed, booking declined, appointment confirmed and aftercare messages.
- What isn’t: messages to numbers outside Portugal. These always use SMS credits. During a trial, the included messages above draw from the trial’s 15 SMS instead (see below); numbers outside Portugal use credits then too.
- Counting: the allowance counts SMS, not messages. One SMS holds 160 characters. A single character outside the standard SMS alphabet, such as á, â, ã, ê, í, ó, ô, õ, ú, ç or an emoji, lowers that to 70 for the whole message. A longer message is split into parts of 153 characters, or 67 with those characters, and each part counts as one SMS, for the allowance and for credits. Removing accents (on by default in Settings > Notifications) keeps most messages to one SMS. A message that fails to send gives its SMS back. See SMS length and accents.
Alerts about the included SMS
The owner gets an in-app notice when 80% is used. The first time in a month that a message can’t be paid from the included SMS, the owner and the members who can change settings get an email and an in-app notice. It says the included SMS for the month are used up, that SMS now use your credits, and how much credit is left. It also says what happens without credits. Appointment messages go by email when Send by email when an SMS can’t be sent is on, and aftercare SMS stop. If you have no credits at that moment, it links to buying credits. You get this notice once a month at most, and again the next month if the included SMS run out again. When it runs out, messages to Portuguese numbers use your SMS credits, at 4 cents per SMS, until the month ends. With no credits left, CalGest sends an appointment message by email instead if the customer has an email address; an aftercare SMS is skipped. If they don’t, the message isn’t sent, and it shows in the message list as not sent for lack of balance. The same goes for any appointment SMS that nothing can pay for, such as one to a number outside Portugal with no credits left. To never send these emails, turn off Send by email when an SMS can’t be sent in Settings > Notifications; the message then shows as not sent.SMS credits
SMS credits pay for the text messages the included allowance doesn’t cover: messages to numbers outside Portugal, and messages to Portuguese numbers once the month’s included SMS run out. The balance is shown in EUR and goes down as messages go out. Each SMS to a Portuguese number costs 4 cents. Each SMS to a number in another country costs what our SMS provider charges for that country, plus 25%. A message split into parts costs one SMS per part, so a 2-part message to Portugal costs 8 cents. The usage page shows what is available to send: your balance minus €1.60 that CalGest holds back, so messages sent at the same moment can’t overdraw it. Sending stops when only that reserve is left. Next to it, the usage page shows about how many SMS to Portugal that pays for, at 4 cents each: €7.36 is about 184 SMS. It also says how long the credits last at your current use, worked out from what your organization spent on credits over the last 30 days. Included SMS don’t count, since they cost nothing. If you didn’t spend credits in the last 30 days, the page says so instead. Prices abroad vary a lot from country to country, so credits stay in euros. The usage page lists the price of one SMS to each country your organization sent SMS to in the last 30 days. Credits are the ones you buy. They don’t expire: if your subscription ends, they stay with the organization for the 90 days it is kept, and you can use them again once you subscribe again. Plans don’t come with credits; paid plans include appointment SMS to Portuguese numbers instead.During the trial
A trial includes 15 SMS for the whole trial: the first 15 SMS of automatic appointment and aftercare messages sent to Portuguese (+351) numbers are free, counted the same way as the monthly allowance, so a message longer than one SMS uses two or more. They are guaranteed: queuing all 15 at once still sends all 15. After the 15, automatic appointment messages, including those to numbers outside Portugal, use your SMS credits, or go by email when there are none, as on a paid plan. Aftercare SMS use credits too, but they never fall back to email: with no credits, an aftercare SMS is skipped, nothing is sent in its place, and the message list shows it as not sent. An aftercare set to SMS and email still sends its email. The usage page shows how many of the 15 you have used. What is left ends with the trial, whether it converts, is paused or is canceled, and an organization gets the 15 only once. With SMS on by default, a busy trial can use the 15 in a day or two. The monthly allowance starts once the subscription is paid. If your purchased credits are under the low-balance alert level when the trial becomes a paid subscription, the alert goes out then.Buying credits
Click Buy credits on the usage page:- Select €10, €25 or €50, or enter a custom amount from €10 to €500
- Pay on the Stripe Checkout page
- The credits are added to your balance as soon as the payment is confirmed
Low-balance alert
When a message leaves less than the alert level available to send, the owner and the members who can change settings get an email and an in-app notice, each with a link to buy credits. The alert goes out while you can still send at least €1. You get one alert each time you drop below the level; the next one waits until purchased credits bring you back up to it. If you raise the level above what you have available, the alert goes out straight away. The level is automatic unless you change it: about 7 days of sending, worked out daily from what your organization spent on SMS over the last 30 days, rounded up to the next €0.50 and never below €1. To change it, click Low-balance alert on the usage page and:- enter an amount from €1 to €500 to use a fixed level;
- enter 0 to turn the alert off;
- clear the field to go back to the automatic level.
When a subscription ends
If the subscription is cancelled, or a trial ends without payment, the organization is paused. The owner and admins see a page to subscribe again, other members see that the workspace is locked, and the data is kept for 90 days. From that page the owner can still export the organization’s data. The owner gets an email 30 days and 7 days before the deletion date, and the page shows that date. If the final email goes out late, the date moves so the owner always has 7 days after it. Subscribing again before then keeps everything, purchased SMS credits included. Once the date has passed, the organization is scheduled for deletion and its data is removed three days later. A subscription started while the data is being removed is cancelled and refunded.AI assistant allowance
Each person who takes bookings adds 250 AI assistant messages a month, shared by the team: one person gets 250, three get 750. A message is one question you send to the assistant; its answer doesn’t count separately. The month runs in UTC and starts again on the 1st. Once the messages run out, the assistant and Write with AI stop until the next month. The usage page and the mobile app’s Plan & Usage screen show how many you have used and when they reset.Storage
Each person who takes bookings adds 10 GB of storage for appointment and series attachments, profile photos and booking-site images. One person gets 10 GB, three get 30 GB. A single file can be up to 100 MB. CalGest checks the space before an upload starts and refuses a file that wouldn’t fit, with a message saying the storage is full. Deleting a file frees its space. The usage page and the mobile app’s Plan & Usage screen show the space used.Changing billing
Owners can switch between monthly and yearly billing from Change billing on the usage page. CalGest shows the prorated amount due now and the next invoice total before applying the change. A subscription started before the single plan moves to the current prices the same way. Owners can also open the Stripe billing portal to manage payment details and invoices.Billing changes, credit purchases, and the low-balance alert setting are currently available on the web dashboard. The mobile usage screen is read-only.