The calendar is where the day is run. It shows a column for each person who performs services (or for each room), and every appointment, blocked time and class on it. Online booking writes onto the same calendar, offering only times that are truly open.
Finding your way on the calendar
- Today jumps back to today. The arrows step a day, a week or a month at a time.
- Day, Week and Month change the view. The week shows one person's week; pick whose.
- With rooms or equipment, the day can show a column per person or per room.
- The calendar opens on the present moment, and stretches to show anything booked outside the usual hours.
Set the usual hours and the length of a time slot in Settings, Business, under Calendar.
Booking an appointment
- Tap an empty time in a person's column, or choose New.
- Leave Appointment picked (or choose Blocked time to block someone's time for lunch or a meeting).
- Find the client by name, phone or email, or choose New client to add one there and then.
- Check the Date and when it Starts.
- Choose the service and who does it. For a service with options, choose the option. Add another service with Add another service: each starts when the one before it ends.
- Add a Note if there is something to know about this visit.
- Choose Book.
The panel says if the person is not working then, or is already busy, before you book.
Moving and changing an appointment
- Drag an appointment to another time or another person's column. On a touch screen, rest your finger on it first, then drag.
- Or open it and choose Edit to change anything, then Save.
- Every change is kept in the appointment's Change History.
Statuses through the day
Open an appointment to set its Status: Unconfirmed, Confirmed, Arrived, In service and Completed. The colors on the calendar follow the status, so the front desk sees at a glance who is here and who is running late.
When the visit is done, choose Check out. The register opens with the services on the sale; add products, a tip and the payment there. A paid visit shows Paid with its sale number.
Canceling, late cancels and no-shows
- Open the appointment and choose Cancel appointment.
- Choose Cancel, Late cancel or No-show. For a repeating visit, This and the ones after cancels the rest of the series too.
- For a late cancel or a no-show, the calendar offers the fee from your cancellation policy, paid from any deposit first and the card on file for the rest. Nothing is charged by itself.
A canceled visit can be put back with Restore.
Repeating visits
Open an appointment and choose Repeat. Say how often (every so many weeks) and How many more. The same day of the week, the same time and the same services are booked; a date when the person is already busy is skipped and named.
Notes that follow the client
Each appointment shows the client's Notes and Preferences: allergies, sensitivities, how they like things done. Add or change them from any appointment. For a salon, the last color formulas show too.
The waitlist
When the time a client wants is taken, choose Waitlist on the calendar, then Add: the client, the service, with whom (or anyone), from and until which days, and the time of day. When a slot opens, Could come narrows the list to those who could take it; choose Book beside one.
The waiting room
The bell at the top of the app shows who has arrived. For a check-in screen at the door, open it and choose Open the check-in screen: a client types their phone number to check in, and the team sees them arrive. Tap a name to open their appointment.
Online booking
- Open Settings, Online booking, and switch on Take bookings online.
- Check the Link name: it is the end of your booking link. Changing it breaks the old link wherever it was posted.
- Set the Earliest booking (how much notice) and the Furthest booking ahead.
- Set how long before a visit clients may Change or cancel online until. After that, the page asks them to call you.
- Choose a Deposit to book online: none, a percent of the price or a set amount. It is paid by card when booking and counts toward the visit at checkout.
- Under Cancellation policy, choose whether to ask for A card to hold each visit booked online (from new clients only, or from everyone), and the Late cancellation fee and No-show fee.
- Decide whether Online bookings arrive confirmed, or arrive as Unconfirmed for you to look over.
- Choose Save. Copy Your booking link, or print its code for the front window.
Each service and each person has its own Available in online booking switch. Whether clients see which room, chair or piece of equipment they get, or choose one, is set on each group under Resources (see Rooms, chairs and equipment); every group starts with none shown. Deposits and card holds need card payments set up first (see The register and payments).
Best practices
- Confirm the next visit before the client leaves. Repeat books the next few in one go.
- Use Arrived and In service. The waiting room, the reports and the people at the desk all read them.
- Ask for a card hold from new clients only. Regulars are never asked; first-time no-shows drop.
- Keep Earliest booking at an hour or two so nobody books a time that has already slipped past.
- Put people on the waitlist rather than in a sticky note. It is who to call the moment someone cancels.
- Block lunch and meetings as blocked time, so online booking never offers them.