Appointments & Calendar

Creating Appointments

Appointments can be created manually in your calendar or by clients through your online booking widget. Each appointment links a client, provider, service, date, and time.

Manual Appointment Creation

Navigate to your Calendar view
Click on an available time slot or use the "New Appointment" button
Select a client (or create a new one)
Choose a service
Select a provider
Set the date and time
Save the appointment

Checking Availability

Before creating an appointment, the system checks availability by considering:

Provider's regular schedule
Provider's exception schedules (time off, holidays)
Existing appointments for that provider
Service duration and scheduling requirements

You can use the "Check Schedules" feature to verify availability before creating an appointment.

Appointment Statuses

Appointments have different statuses that reflect their current state in the booking lifecycle.

UnConfirmed

The default status for new appointments. The appointment exists but hasn't been confirmed yet. This is the initial status unless smart booking is enabled.

Confirmed

The appointment has been confirmed. Confirmed appointments are eligible for automated reminders (24-hour and 2-hour notifications).

Waiting

The client is waiting for their appointment. This status is typically used when a client arrives early or is waiting for their service to begin.

InService

The appointment is currently in progress. The service is being provided to the client.

CancelAppointment

The appointment has been cancelled. Cancelled appointments remain in your calendar for record-keeping. The system typically sends a cancellation email to the client.

PendingVerification

Used when smart booking is enabled. The appointment requires client verification before it can be confirmed. The client needs to verify their appointment before it becomes active.

Calendar Views

Your calendar displays all appointments for your selected branch and date range. You can view appointments by day, week, or month.

Viewing Appointments

The calendar shows appointments with their status, client name, service, provider, and time. You can filter by provider, service, or status to focus on specific appointments.

Cancelling Appointments

When you cancel an appointment, its status changes to "CancelAppointment" and the system typically sends a cancellation email to the client.

Automatic Cancellation

The system cancels expired appointments (appointments that have passed their scheduled time without being marked as completed). This process runs every 15 minutes and typically sends cancellation emails to affected clients.

Manual Cancellation

You can manually cancel any appointment from the calendar view. Cancelled appointments remain visible in your calendar for record-keeping purposes.

Updating Appointments

You can update appointment details including date, time, provider, service, and status. When updating, the system checks availability to verify the new time slot is available.

Status Updates

You can change an appointment's status at any time. For example, you can mark an UnConfirmed appointment as Confirmed, or move an appointment to InService when the client arrives.