Creating and Managing Appointments

The Calendar is the home base for your day. Every appointment, every staff member, and every open slot is visible at a glance, so nothing slips through the cracks.

From the calendar you can create appointments, update their details, track whether a client confirmed or arrived, move bookings around with drag and drop, and line up the client's next visit before they leave the chair.

Getting Around the Calendar

• Switch between Day, Week, and Month views using the buttons in the top-right corner.
• Click Today to jump back to the current date. The single arrows move one step at a time; the double arrows open a menu to jump further ahead or back — a week, a month, or more.
• Use the staff picker on the left of the toolbar to view one person's schedule, All staff together, or All staff split to see each team member in their own column.
• Working hours are shown directly on the grid: open hours are white, and time outside working hours has a shaded pattern. You can still book there when needed.
• Click Refresh to pull in bookings made moments ago from your booking page or by another staff member.

Creating an Appointment

1. Go to Calendar in the left sidebar.
2. Click an empty time slot. A small menu appears showing the date and time.
3. Choose Appointment. (Choose Busy time to block time off instead — see Managing Busy Times.)
4. Fill in the scheduling window:

5. Select Add to create the appointment.

If the chosen time falls outside the staff member's working hours, you'll see a notice: "This time is outside the provider's availability." You can still save the appointment — the notice is there so the booking is a deliberate choice.

If the staff member already has a booking at that time, a Time conflict window shows which appointment overlaps. Choose Book anyway to double-book on purpose, or Cancel to pick another time. Clients booking online can never double-book you — this choice exists only for you and your team.

Repeating Appointments

For standing appointments — like a client who comes in every two weeks — open the Repeat tab at the top of the scheduling window before saving:

1. Turn on Repeat.
2. Set Every (days) — for example, 14 for every two weeks.
3. Set Occurrences — how many appointments to create.

Each occurrence is created as its own appointment with the same client, services, and time, so you can adjust or cancel any single visit later without touching the rest.

Viewing Appointment Details

Click any appointment on the calendar to open it. Everything is on one screen, and there is no separate edit mode:

• The client's name, with a dot showing the status, and when they last visited — for example "Last visit Jul 19 · 17 days before this one"
• The yellow Customer note from the client's profile, when there is one, and the purple Appointment note when the visit has one — both at the top, so they're read first
• The time, date, provider and status
• The services booked, each with its duration and price
• The history of changes, at the bottom
• The total, and the action bar

The action bar holds one main button that follows the appointment's status — Confirm, Check in, Complete, or Schedule next once the visit is done — and a ⋯ menu with everything else. When you open an appointment from somewhere else, like a client's profile, Open in calendar in the ⋯ menu takes you to it on the grid.

Appointment Statuses

Every appointment has a status, shown next to its time. The main button moves it along — Confirm, then Check in or Complete once the visit is under way — and Mark no-show is in the ⋯ menu once the start time has passed. The confirmation you just made shows inside the button for a moment.

Editing an Appointment

1. Click the appointment on the calendar.
2. Select the row you want to change — the note, the time, a service, or Add service. Its editor opens right underneath; select the row again to fold it. Only one row is open at a time.
3. Each changed row is marked Edited, New, or Removed, and the action bar switches to Discard and Save.
4. Select Save. The appointment stays open and the button confirms with Saved.

In a service row you can adjust the Duration and Price for this visit only, or select Remove service — a removed service stays struck through with Restore until you save. Changing a price here never changes your service list. The end time and the total recalculate from the services on their own.

If you try to close the window with unsaved changes, the bar asks you to save or discard first.

Moving an Appointment

There are three ways to move an appointment: drag it, pick a new slot, or type a new date, time or provider into the appointment.

1. Drag and Drop — best for same-day or same-week moves

1. Click and hold the appointment, then drag it to a new time — or sideways into another staff member's column, which hands the visit to that person.
2. Release to drop it. An appointment's length comes from its services, so it doesn't stretch as you drag — to make a visit longer or shorter, change its services instead.

3. A Confirm move? window appears with the new date and time, for example "Save this appointment at Jun 29 1:00 PM to 1:30 PM?"
4. Leave Notify client checked to let the client know, or untick it for a silent change. Moving a past appointment never notifies anyone — the checkbox is turned off for you.
5. If the new time falls outside the provider's working hours, the window adds the notice "This time is outside the provider's availability." Select Confirm to save, or Cancel to keep things as they were.

2. Pick a New Slot — best for moving to another day, week, or month

1. Open the appointment and select ⋯ — or open the time row and select the calendar button next to the Start time.

2. Select Pick a new slot on the calendar. A banner shows at the bottom of the calendar, "Rescheduling: [client] – [service]," with the prompt "Click on a new time slot" and a Cancel button.

3. Navigate anywhere on the calendar — a different day, week, or month — and click the new slot.

4. The same Confirm move? window appears. Choose whether to notify the client and select Confirm.

3. Edit the Date, Time or Provider — best when you already know the new time

1. Open the appointment and select the time row. It holds the Date and Start time, the calendar button for picking a slot, and the Provider below them.
2. Pick a new Date or Start time, or choose a different Provider. The end time follows from the services. This works in every calendar view, including the all-staff week, where the grid has no hours to click.

3. Select Save.

When the change is one the client hears about, a Notify the client of these changes checkbox appears above Save. If the provider isn't available at the new time or already has a booking, the time row says so and you're asked to confirm before it saves. Picking a slot on the calendar asks you to save or discard unsaved changes first.

Cancelling an Appointment

1. Open the appointment and select ⋯.
2. Select Cancel appointment.
3. Add an optional note for the client, choose whether to notify them, and select Cancel appointment to confirm — or Keep appointment to back out.

The appointment stays in the client's history, which helps you spot patterns like frequent cancellations.

Appointment History

Every appointment keeps a record of what happened to it, so you can answer "who changed this, and when?" without asking around. The history sits at the bottom of the appointment window.

1. Click the appointment on the calendar.
2. Select the history row at the bottom. It is folded by default and shows the most recent entry, for example Created, with who made it and when. A number such as +1 beside it means that entry changed more than one thing.
3. The full list opens underneath, newest first. Select the row again to fold it away.

Each entry names what changed and shows the old value, an arrow, then the new value, for example a Status change from Not Confirmed to Confirmed.

What gets recorded

Changes to a service's Price or Duration for a single visit are not recorded.

Who is credited

The line under each entry shows who acted and when:

• A team member's name for changes made in the calendar. If no name is available it reads Staff.
• The client's name when the client changed or cancelled their own booking, or Customer when they replied through the attendance link without signing in.
• AI assistant followed by the client's name when the AI assistant made the change on that client's behalf.
• System for entries no person made, such as appointments that came with the studio's starting data.

Notifications in the history

When a change notifies the client or your team, the notification appears in the same list: Client notified or Staff notified, with the time it went out. A message still waiting to send shows in the folded row as Notifying the client or Notifying staff, with a countdown. See notification settings for what your studio sends.

Scheduling the Next Appointment

Before a client leaves, line up their next visit in one step:

1. Open the appointment they came in for.
2. Select Schedule next — the main button once the visit is complete, otherwise in the ⋯ menu.
3. A banner appears — click the time slot you want on the calendar.
4. The scheduling window opens pre-filled with the same client and services. Adjust anything you need and select Add.

Tips

• Use Week view with All staff split to run the front desk — every team member's day side by side.
• Put prep details in the appointment note ("patch test done", "prefers cooler wax") — your team sees it, the client doesn't.
• Keep statuses up to date. A calendar full of Confirmed and Arrived chips tells you at a glance how the day is really going.

Common Mistakes

• Missing the availability notice. You can book outside someone's working hours, but make sure that's what you meant to do.
• Forgetting the client moved with you. When you drag an appointment into another staff member's column, the provider changes too — the confirmation window shows the details before anything is saved.

Frequently Asked Questions

Will the client know if I move their appointment? When you confirm a move, the Notify client checkbox controls whether they're told. Reminders and confirmations follow your notification settings.

Can I book two clients at the same time? Yes, deliberately — the Time conflict window asks you to confirm with Book anyway. Clients booking online can never create a double-booking.

Does changing a price on an appointment change my price list? No. Price and duration changes on an appointment apply to that visit only.

Can I create an appointment without picking a staff member? Yes — leave the Staff field unassigned and assign someone later.