Managing Appointments

Creating an Appointment

An appointment can be created manually by you or a client can create an appointment online through the booking page. You can find a list of all appointments (including cancelled ones) in the Appointments - Past Appointments section. Confirmed and completed appointments can also be seen in the calendar.

Manual Appointment Creation

1. In the calendar or in the appointment list, click the Add New - New Appointment button.
2. Fill in information:
   • Date and Time - when the appointment will take place
   • Service - which service the client is booking
   • Team Member - which team member is providing the service
   • Client - select an existing client or create a new one
   • Message (optional) - additional information
3. Click Create

The appointment will be created and displayed in the calendar.

Creating an Appointment for a New Client

If the client is not yet in the client list, you can create them directly when creating an appointment:

1. When creating an appointment, click New Client
2. Fill in basic information about the client
3. The client will be automatically added to the database and the appointment will be created

Editing an Appointment

You can edit an existing appointment.

It is not possible to edit the client - to create an appointment for a different client, you must cancel the current appointment and create a new one with a new client.

Changing Date and Time

1. Click on the appointment in the calendar or in the appointment list.
2. In the appointment details, change the date and time
3. Click Save Changes

Important: Changing the date and time will trigger a notification for the client about the appointment time change.

Changing Service

1. Click on the appointment
2. In the appointment details, change the service
3. Click Save Changes

If the new service has a different duration, the appointment end time will be automatically adjusted. You can change this adjustment - the start and end time is only defined by you.

Important: When changing the time of an existing appointment, the system does not check for conflicts with other existing appointments. Make sure you don't have a conflict with another appointment in the calendar.

Changing Team Member

1. Click on the appointment
2. In the appointment details, change the team member
3. Click Save Changes

Appointment Statuses

Each appointment has a status that determines its state.

Awaiting Confirmation

• The client created an appointment (and it may be paid), but the appointment is waiting for your confirmation
• The client received a notification that the appointment is awaiting confirmation, and will receive a notification when you confirm it. This status is used if you enable appointment confirmation in service settings

Awaiting Payment

• The client created an appointment that requires payment of a deposit or full payment
• The client has one hour to pay, otherwise the appointment is automatically cancelled

Confirmed

• The appointment is confirmed and the client will receive a reminder about it

Cancelled

• The appointment was cancelled by you or the client
• Both the client and the team member (service provider) received a notification about the cancellation

Completed

• The appointment was completed
• This status is set automatically after the appointment time has passed

No Show

• You can set this status for an appointment where the client did not show up
• This will help you better evaluate how many such appointments you have

Changing Status

1. Click on the appointment
2. In the appointment details, click on the pill with the current status in the top right
3. Select a new status

A notification will be sent to the client when the status changes.

Cancelling an Appointment

If you want to cancel an appointment:

1. Click on the appointment
2. Click the Cancel Appointment button
3. Confirm cancellation

A cancelled appointment will no longer be displayed in the calendar, but only on the Past Appointments page. The client will receive a notification about the cancellation.

Appointment Notes

When creating an appointment, you or the client (in the booking form) can add a note to the appointment. This note is visible to both you and the client.

Frequently Asked Questions

Can I create an appointment in the past? Yes, you can create an appointment in the past, but we recommend this only for record purposes. Clients may be confused by a notification about an appointment in the past.

What happens if I change the appointment time? The client will receive a notification about the change, if notifications are enabled.

Can I cancel an appointment that has already been completed? No, completed appointments cannot be cancelled. You can only add a note.

Can I create an appointment without a client? No, every appointment must have an assigned client who has at least a name. The same applies to service and team member - they are required to create an appointment.