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 its details. You'll see:

• The client's name with a colored status chip (for example, Confirmed)
• Date, time, and how long since the client's last visit
• The services booked, who is performing them, and the total duration and price
• Any notes on the appointment

From here you can select Schedule Next to book the client's following visit, or Edit to make changes. When you open an appointment from somewhere else — like a client's profile — an Open in Calendar button takes you to it on the grid.

Appointment Statuses

Every appointment has a status, shown as a colored chip. To change it, open the appointment, select Edit, and pick from the status list at the top:

Editing an Appointment

1. Click the appointment on the calendar.
2. Select Edit.
3. Change what you need: the status, provider, start time, note, or services. The end time and total duration recalculate from the services on their own.
4. Select Save — it appears once you've changed something.

While editing services you can adjust each service's Duration and Price for this visit only, remove a service, or select Add another service. Changing a price here never changes your service list — your regular prices stay as they are.

Moving an Appointment

There are three ways to move an appointment, depending on how far it's going.

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. The Reschedule Button — best for moving to another day, week, or month

1. Open the appointment and select Edit.

2. Select Reschedule — the button appears once you're editing. 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 Start Time — best for small nudges on the same day

1. Open the appointment and select Edit.
2. Under Date & Time, change the Start Time — it's the one time field you can set here. End Time fills in on its own from the services' total duration, and there's no date to change in this view.

3. Select Save (Save appears once something has changed).

This slides the whole appointment earlier or later on the same day. It saves right away, without the Confirm move? window and without asking whether to notify the client — so when the client should hear about the change, use drag and drop or Reschedule instead. To move to a different day, use one of those two as well.

Cancelling an Appointment

To cancel a visit but keep it on record:

1. Open the appointment and select Edit.
2. Change the status to Canceled.
3. Select Save.

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

Deleting an Appointment

Deleting removes the appointment completely, as if it never existed. Open the appointment, select Edit, then select the trash icon and confirm. For most situations, canceling is the better choice — it keeps your records complete.

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.
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

• Deleting instead of canceling. Deleting erases the visit from the client's history. Cancel keeps the record.
• 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.