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Book Appointments - Admin

When a client calls, walks in or messages you, your team books the appointment for them from the Appointments calendar. The form shows who is free and when for the service you pick, so you choose the team member and the time in one click. You can book one appointment, several times at once or a recurring series, add add-ons, apply the client's credits and choose whether notifications go out.

Available withBookingsIncluded in the Complete plan.Plans and modules
Prerequisites

Book an appointment​

  1. Click Appointments in the menu.
  2. Click Add New > Appointment. You can also click an empty time on the calendar and choose Appointment.
  3. Client: search and select the client. For someone new, click Create new Client and enter First Name, Country Code and Contact Number (and optionally Last Name).
  4. Service Type: search for the service. The appointment type (Location Visit, Virtual/Online Session or Home Visit) shows under it.
  5. Variant: if the service has variants, click a variant card. Each card shows the duration and price; prices follow the staff member you book.
  6. Optional: Add-Ons and Notes.
  7. Under Pick a time, keep Free times on. The board shows a week strip and, for the chosen day, a row per team member who offers the service with their free times. Click a time to book that person at that time.
    • Use the arrows (Previous week, Next week) or the calendar icon (Go to a date) to move.
    • Any available books the first free team member at that time.
    • Staff narrows the board to one person. Timezone changes the timezone the free times are shown in.
  8. Check the Price line under the notes: the price for that variant, team member and time, the peak pricing rule name when one applies, and the tax.
  9. Optional, under More options: Apply Credits and choose one of the client's Credits, set the Status (Booked, or Pending if the client still has to confirm), or tick Turn Off Notifications & Automations for this Appointment to book quietly.
  10. Click the book button. It names the team member, date and time, for example "Book Aisha Rahman, Tue 4 Nov, 10:00 AM".
Add Appointment form with client, service, variant cards and price on the left, and the Pick a time board on the right with a week strip and free times per team member

Location holidays show on the week strip as Closed, with the holiday name on the board. See Business Hours and Holidays.

Book at a custom time​

To book outside the free times, for example before opening or on a closed holiday, click Custom time under Pick a time. Then choose the Staff, Date and Start Time yourself. Custom times skip working hours, overrides, blocked time and existing bookings.

Timezone

When you change Timezone, the form also shows the time it equals in your own timezone, which helps when booking online sessions for clients abroad.

Book several times at once​

After picking the first time, click Add another time slot, then click more free times of the same team member on the board (click a time again to remove it) and click Done. Enter a custom time adds a time outside the free times. You can book up to 7 times in one go; each becomes its own appointment, and the button reads "Book 3 appointments with ...".

Book recurring appointments​

  1. In the form, turn on Recurring? (Max 30).
  2. Choose Recurring Type:
    • Daily: set Repeat times (1 to 30).
    • Weekly: set Repeat times (1 to 12) and Select Day(s).
    • Monthly: set Repeat times (1 to 12) and Select Date(s).
  3. Click the book button. Up to 30 appointments are created.

If you book a series, clients get one message per appointment unless you set up a bulk appointment notification.

Edit an appointment​

  1. Click the appointment on the calendar (or Actions > View Appointment Detail in the Date Range list).
  2. In Actions, click Edit.
  3. Change the service, variant, add-ons, notes, or pick a new time on the same Pick a time board, then click Save. The client cannot be changed.

Moving an appointment to a new time sets its status to Rescheduled, keeps its price and can send a reschedule notification. You can also drag it to a new time on the calendar.

Changing the service, team member or variant works the price out again. A message tells you what happened: the invoice was updated (with the balance due or the amount added to the client's funds), credits were used or returned, or the invoice was already closed and was not changed. See Service Pricing.

Cancel or close an appointment​

From Actions, click Cancel, Visited or No-show, then Confirm. These cannot be undone, the appointment stops being editable, and any matching automations run. See Manage the Appointments Calendar.

Tips and limits​

  • Free times respect working hours, date overrides, blocked time, location holidays and existing bookings. Custom time skips these checks.
  • No online payment is taken for appointments your team books. Use Create Invoice or Apply Credits instead.
  • Bookings made by clients online without a confirmed phone or email can show a Contact not verified badge. See Verify Guests with a One-Time Code.
  • A time in the past shows "Heads up: this date and time is in the past." when editing.
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