Appointments

This guide covers managing appointments from the admin perspective, including viewing, modifying, and handling various booking scenarios.

Viewing Appointments

Calendar View

The calendar shows all appointments at a glance:

Day View - Detailed hourly breakdown
Week View - Overview of the full week
Month View - High-level monthly overview

Filter by:

Therapist
Service
Status
Location (if multiple)

List View

For searching and filtering appointments:

Go to Appointments from the main menu
Use filters to narrow results:
- Date range
- Customer name
- Status
- Service
- Therapist

Click any appointment to view full details.

Creating Appointments

Admins can create appointments manually:

Start New Appointment

Click + New Appointment or click on a calendar slot.

Select Customer

Search for an existing customer or create a new one.

Choose Service

Select the service and any add-ons.

Pick Time

Choose date, time, and therapist:

See real-time availability
Override availability if needed (with warning)

Handle Payment

Choose payment method:

Charge now
Send payment link
Mark as paid (cash, external)
No payment required

Confirm

Review details and create the appointment.

Appointment Details

Each appointment shows:

Customer Information

Name and contact details
Customer history
Notes or preferences

Booking Details

Service and add-ons
Date and time
Duration
Assigned therapist

Payment Status

Amount due/paid
Payment method
Transaction ID

Activity Log

When booked
Any changes made
Who made changes

Modifying Appointments

Rescheduling

To move an appointment to a different time:

Open Appointment

Find and click the appointment.

Click Reschedule

Click the Reschedule button.

Select New Time

Choose a new date/time:

Shows available slots
Can reassign to different therapist

Notify Customer

Choose whether to send notification:

Email
SMS
Both
None

Rescheduling is logged in the appointment activity. The original time is preserved for reference.

Reassigning Therapist

To change who provides the service:

Open the appointment
Click Change Therapist
Select new therapist (shows only those who offer the service)
Save and optionally notify

Editing Details

Modify appointment information:

Service or add-ons
Duration
Price
Notes

Price Changes

Price changes after payment require issuing a refund or collecting additional payment.

Cancellations

Admin-Initiated Cancellation

When you need to cancel:

Open Appointment

Find the appointment to cancel.

Click Cancel

Click the Cancel Appointment button.

Select Reason

Choose a cancellation reason:

Business cancelled
Customer request
Therapist unavailable
Other

Handle Refund

If paid, choose:

Full refund
Partial refund
No refund (credit for rebooking)
Gift card credit

Notify Customer

Send cancellation notification.

Customer Cancellation Requests

When customers request cancellation:

Review the request
Check your cancellation policy
Approve or deny based on policy
Process refund if applicable

Cancellation Policies

Configure policies in Settings > Policies:

Window	Example Policy
48+ hours	Full refund
24-48 hours	50% refund
Under 24 hours	No refund
No-show	No refund, possible block

No-Shows

When a customer doesn't arrive:

Mark as No-Show

After the appointment time passes, mark it as no-show.

Apply Policy

Based on your policy:

Charge cancellation fee
Keep deposit
No charge

Update Customer Record

The no-show is logged on their profile.

Optional: Block Customer

After multiple no-shows, consider blocking from future bookings.

Appointment Statuses

Status	Description
Pending	Awaiting confirmation or payment
Confirmed	Booking is confirmed
Checked In	Customer has arrived
In Progress	Service is being provided
Completed	Appointment finished
Cancelled	Cancelled before occurrence
No-Show	Customer didn't arrive

Waitlist

When all slots are booked:

Enabling Waitlist

Go to Settings > Booking
Enable "Allow Waitlist"
Configure waitlist options

Managing Waitlist

When a slot opens:

View waitlist entries for that time
Contact customers in order
Book the first who responds
Remove others or keep for next opening

Recurring Appointments

For customers with regular bookings:

Creating Recurring Appointments

Create an appointment normally
Click Make Recurring
Set recurrence pattern:
- Daily, weekly, bi-weekly, monthly
- End date or number of occurrences
Review all dates
Confirm creation