Managing appointments: book, move, cancel and track status
Appointments in the sidebar is your calendar: book time, move it around, and track every appointment's status from request to no-show.
Views and navigation
Switch between Month, Week and Day with the toggle at the top - clicking a day in Month view opens that date in Day view. Day view lays out one column per specialist (page through with the arrows if more specialists exist than fit); Today jumps back to the current date. Filter by Specialist or Room, and a color legend explains the calendar's status colors (Confirmed, Pending approval, Awaiting payment, Invoice issued, Paid / closed, Cancelled).
Create an appointment
Click Add Appointment, or click an empty slot in Week or Day view to prefill its time (and specialist, in Day view). Choose Appointment or Block time (a personal block such as "Away from workplace" that closes the slot to online booking). For an appointment, pick a Client (search, or add one on the spot with First name / Last name / Phone / Email), an Employee / Doctor, one or more Services / procedures, a Cabinet / chair or Equipment if the service needs one, a Start Time and End Time, and optional Notes. Appointments a staff member creates this way are confirmed immediately - no approval step.
Move or resize an appointment
Drag an appointment to a new time (or to another specialist's column in Day view), or drag its edge to change its length. Either action opens an Update appointment? confirmation showing the time Before and After - Confirm to save, or Cancel to revert. A slot that's already taken, or a resize under 15 minutes, is rejected automatically.
Confirm, reject or cancel
A booking made online while manual approval is required arrives as Pending: open it and click Confirm booking, or Reject to decline it and free the slot - the appointment stays on record as cancelled. To cancel any other appointment, open it, press Cancel appointment and confirm. The appointment remains in the calendar with the Cancelled status and its slot becomes available. The confirmation lets you choose whether the client gets an email and/or an SMS: the boxes start from your notification settings, and both start unticked once the appointment's time has passed.
You can also cancel an appointment whose time has already passed, as long as it isn't paid or invoiced. A paid one is refused - mark it as No-show instead; for an invoiced one, cancel the invoice first. A prepaid online booking that was never confirmed can't be rejected after its time: confirm it and issue the invoice if the visit took place (the client receives a confirmation), or contact support about a refund.
No-shows, invoices and the till
Once an appointment isn't pending anymore, mark a client who didn't turn up with No-show (or Undo no-show to put it back). Issue invoice completes the appointment with a billing document, and Send to POS takes it straight to the till with the client and services preloaded.
Good to know
- The calendar updates live for everyone as bookings come in or change - no need to refresh.
- Rejecting or cancelling keeps the appointment history, changes its status to Cancelled and frees the slot. The client is notified through the channels you tick when cancelling (Reject follows your notification settings); for an appointment whose time has passed, nothing is sent unless you tick a channel.
- A room or piece of equipment that's already booked at that time blocks the save automatically.