Managing Appointments

This guide covers your daily appointment workflow, from client arrival to completion.

Appointment Workflow

The typical flow for each appointment:

Scheduled → Client Arrives → Check In → Service → Complete → Add Notes

Before the Appointment

Review Details

Before the client arrives:

1. Open the appointment
2. Review:
   • Service booked
   • Duration
   • Any special notes
   • Client history (if available)

Check Client History

If you have access to client history:

• Previous services
• Past notes
• Preferences
• Any considerations

Client Arrival

Check-In

When the client arrives:

Late Arrivals

If a client is late:

• Note the actual arrival time
• Discuss with client if service can be completed
• Adjust service if needed
• Document in notes

During the Service

Tracking Time

The system shows:

• Scheduled start time
• Actual check-in time
• Expected end time

Adding Quick Notes

If something important comes up during service:

1. Use the mobile app to add a quick note
2. Or remember to add after completion

Completing Appointments

Mark Complete

After the service is finished:

What Happens on Completion

When you mark complete:

• Appointment status updates
• Payment is finalized (if applicable)
• Client can be prompted for feedback
• Session notes are saved

Appointment Actions

Available Actions

Depending on your permissions, you may be able to:

Restricted Actions

Some actions may require admin approval:

• Cancelling appointments
• Significant rescheduling
• Modifying payment

Contact your administrator if you need to perform restricted actions.

Handling Special Situations

Client No-Show

If a client doesn't arrive:

1. Wait the grace period (usually 15 minutes)
2. Attempt to contact if possible
3. Mark as No Show in the system
4. Add note about attempts to contact

Client Cancels at Arrival

If a client cancels when they arrive:

1. Note the late cancellation
2. Contact administrator if needed
3. Follow cancellation policy
4. Document what happened

Service Issues

If something goes wrong during service:

1. Address the immediate concern
2. Inform administrator if needed
3. Document thoroughly in notes
4. Follow up as appropriate

Viewing Appointment History

Past Appointments

To view your completed appointments:

1. Go to Appointments > History
2. Filter by date range
3. View details of past sessions

What You Can See

For past appointments:

• Service provided
• Client name
• Date and duration
• Notes you added
• Outcome/status

Multiple Appointments

Back-to-Back Sessions

Tips for consecutive appointments:

• Use buffer time effectively
• Prepare for next client during transition
• Stay on schedule

Busy Days

Managing high-volume days:

• Review full schedule in morning
• Note any special preparations
• Pace yourself appropriately

Communication

Client Communication

You may be able to:

• Send appointment reminders
• Communicate through the platform
• Send follow-up messages

Admin Communication

For issues with appointments:

• Use the in-app messaging
• Note urgent issues immediately
• Follow escalation procedures

Best Practices

Punctuality

• Start appointments on time
• End appointments on time
• Allow for buffer between sessions

Documentation

• Add notes promptly
• Be thorough but concise
• Document any unusual circumstances

Client Experience

• Greet clients warmly
• Explain any changes
• Thank them for their visit

Troubleshooting

Can't Check In Client

If the check-in button doesn't work:

1. Verify it's the correct appointment
2. Check if it's the right time (may not allow early check-in)
3. Refresh the page
4. Contact administrator if issue persists

Appointment Missing

If you don't see an expected appointment:

1. Check the correct date
2. Verify filters aren't hiding it
3. Confirm booking with admin
4. Check if it was cancelled or reassigned

System Errors

If you encounter errors:

1. Note the error message
2. Try refreshing
3. Report to administrator
4. Use backup procedures if available

Next Steps