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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. You can book one appointment, several time slots 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. Staff: choose the team member.
  5. Service Type: search for the service. To add extras, click Add-Ons and pick them.
  6. Appointment Type fills in from the service (Location Visit, Virtual/Online Session or Home Visit).
  7. Pick the Date and the Start Time. Slots shows the free times for that team member; Custom lets you type any time, for example to book outside normal hours.
  8. Optional: add Notes, or turn on Apply Credits and choose one of the client's Credits.
  9. Status: Booked, or Pending if the client still has to confirm.
  10. Optional: tick Turn Off Notifications & Automations for this Appointment to book quietly, with no messages to the client or team.
  11. Click Save.
New Appointment form with client, staff, service, add-ons, date, start time slots, recurring toggle and status
Timezone

The form shows Timezone: with your business timezone. If you change it, 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​

Click Add another time slot to book the same client, service and team member at up to 7 different dates or times in one go. Each slot becomes its own appointment.

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 Save. 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 team member, service, add-ons, date, time or notes, then click Save. The client cannot be changed.

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

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​

  • Slots respect working hours, date overrides, blocked time and existing bookings. Custom times skip these checks.
  • No online payment is taken for appointments your team books. Use Create Invoice or Apply Credits instead.
  • A time in the past shows "Heads up: this date and time is in the past." when editing.
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