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Managing Appointments

Managing Appointments

Section titled “Managing Appointments”

This guide covers all aspects of managing appointments, from viewing details to editing, confirming, and canceling bookings. Effective appointment management is crucial for maintaining a smooth booking operation.

Viewing Appointment Details

Section titled “Viewing Appointment Details”

From the Calendar

Section titled “From the Calendar”

Click on any appointment in the calendar view to see its details.

Appointment Detail

The appointment detail view shows:

  • Customer Information: Name, email, phone number
  • Service Details: Service name, duration, price
  • Appointment Time: Date and time of the appointment
  • Status: Current status (pending, confirmed, completed, canceled)
  • Notes: Any special requests or notes
  • Booking Code: Unique identifier for the appointment

From the Bookings Page

Section titled “From the Bookings Page”

Bookings Page

The bookings page provides a comprehensive list of all appointments with filtering options:

  1. Navigate to the Bookings page
  2. Use filters to find specific appointments:
    • Filter by customer name
    • Filter by service
    • Filter by status (pending, confirmed, completed, canceled)
    • Filter by date range

Editing Appointments

Section titled “Editing Appointments”

You can edit appointment details at any time before the appointment occurs.

Edit Appointment

How to Edit an Appointment

Section titled “How to Edit an Appointment”
  1. Click on the appointment from the calendar or bookings list
  2. Click the “Edit” button
  3. Modify any of the following:
    • Customer information
    • Service selection
    • Date and time
    • Price
    • Notes or special requests
  4. Click “Save” to apply changes

Email Notifications

When you edit an appointment, the customer will receive an email notification with the updated details.

Managing Appointment Status

Section titled “Managing Appointment Status”

Confirming Pending Bookings

Section titled “Confirming Pending Bookings”

Confirm Booking

When a customer books an appointment, it starts as “pending”. You can confirm it:

  1. Go to the Bookings page
  2. Find the pending appointment
  3. Click “Confirm Booking”
  4. The status will change to “confirmed” and the customer will receive a confirmation email

Marking Appointments as Completed

Section titled “Marking Appointments as Completed”

Mark as Completed

After an appointment has taken place:

  1. Find the confirmed appointment
  2. Click “Mark as Completed”
  3. The appointment status will update to “completed”
  4. This helps track your service history and customer visits

Canceling Appointments

Section titled “Canceling Appointments”

Cancel Booking

If you need to cancel an appointment:

  1. Find the appointment you want to cancel
  2. Click “Cancel”
  3. Confirm the cancellation
  4. The customer will receive a cancellation email
  5. The time slot will become available for other bookings

Cancellation Policy

Consider setting up a cancellation policy in your business settings to manage customer expectations.

Calendar View Management

Section titled “Calendar View Management”

Switching Calendar Views

Section titled “Switching Calendar Views”

The calendar offers three view options to help you manage appointments:

Month View: Best for seeing the big picture and planning ahead

  • See all appointments for the entire month
  • Color-coded by status for quick identification

Week View: Ideal for weekly planning Week View

  • Focus on a single week
  • See daily breakdowns

Day View: Perfect for detailed daily management Day View

  • View all time slots for a specific day
  • See available slots clearly marked
  • Click on time slots to create new appointments

Using Filters

Section titled “Using Filters”

The calendar sidebar includes filters to help you focus:

  • Staff Filter: View appointments for specific staff members
  • Status Filter: Show only appointments with specific statuses
    • Pending appointments
    • Confirmed appointments
    • Completed appointments
    • Canceled appointments

Best Practices

Section titled “Best Practices”

Appointment Management Tips

Section titled “Appointment Management Tips”
  1. Review Daily: Check your calendar each morning to prepare for the day
  2. Confirm Early: Confirm pending appointments as soon as possible
  3. Update Status Promptly: Mark appointments as completed immediately after service
  4. Use Notes: Add detailed notes to help staff prepare for appointments
  5. Monitor Cancellations: Track cancellation patterns to identify issues
  6. Follow Up: Use the customer detail page to book follow-up appointments

Status Workflow

Section titled “Status Workflow”

The typical appointment status flow:

Pending → Confirmed → Completed
    ↓
 Canceled
  • Pending: Customer has requested an appointment, awaiting your confirmation
  • Confirmed: You’ve confirmed the appointment, customer is expecting service
  • Completed: Service has been provided
  • Canceled: Appointment was canceled (by you or the customer)

Next Steps

Section titled “Next Steps”

Now that you can manage appointments:

Section titled “Related Guides”