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Managing Appointments

Managing Appointments

Section titled “Managing Appointments”

This guide covers running appointments day to day — finding them, changing their status, editing them, and cancelling when you have to.

Two places to work

Section titled “Two places to work”

The Calendar is the visual view — good for seeing your day or week take shape, and for spotting gaps.

The Bookings page is the list — good for finding a specific booking, or working through everything with a given status.

The Calendar

Section titled “The Calendar”

Views

Section titled “Views”

The calendar has Week and Month views.

Week View

In Month view, clicking a day opens a drawer with that day’s bookings in detail — that’s how you drill into a single date.

Month View

The top bar

Section titled “The top bar”

Across the top you get live counts for the period you’re looking at — how many bookings, how many still pending, and when the next one starts (or Closed if you’re not open).

Alongside those:

  • Prev / Today / Next to move around
  • Search across customer, service, staff and time
  • All staff to focus on one person’s schedule
  • All status to filter by Pending, Confirmed, Completed or Cancelled
  • New to create a booking

Acting on a booking from the calendar

Section titled “Acting on a booking from the calendar”

Click an appointment to expand it.

You’ll see the customer, service, time, status, price, booking code and any notes — plus one-click actions:

  • Confirm — accept a pending booking
  • Complete — mark it done after the appointment
  • Edit — change the details
  • Call — dial the customer directly from their number

Where a booking has no staff assigned or no email on file, you’ll see Any staff or No email rather than a blank.

The Bookings page

Section titled “The Bookings page”

Bookings Page

A paginated table, 25 rows at a time, with columns for Customer (name and phone), Service (service and staff), Date & Time, Status, Price and Actions.

Finding a booking

Section titled “Finding a booking”
  • Search matches customer name, phone and service name — all in one box.
  • Status filters to Confirmed, Pending, Cancelled or Completed.

Your search and filter live in the page URL, so you can bookmark a view or share it with a colleague.

Changing status from the list

Section titled “Changing status from the list”

If your role allows managing bookings, the Status cell is a dropdown — change it right there, no need to open the booking. Otherwise you’ll see the status as a read-only badge.

Deleting

Section titled “Deleting”

The row actions include Delete, which removes the booking record entirely. This is different from cancelling: cancelling keeps the record and tells the customer; deleting removes it. You’ll be asked to confirm.

Statuses

Section titled “Statuses”
StatusMeaning
PendingThe customer has requested this; you haven’t confirmed yet
ConfirmedYou’ve accepted it and the customer is expecting service
CompletedThe service was provided
CancelledCancelled, by you or by the customer
No ShowThe customer didn’t turn up

No Show is worth using rather than cancelling: it’s shown to the customer on their booking status page, it stops reminder emails going out, and it feeds your no-show rate in Insights.

Customers can cancel their own confirmed bookings from the booking status page, so cancellations won’t always be yours.

Editing an appointment

Section titled “Editing an appointment”
  1. Open the appointment from the calendar or the bookings list.
  2. Click Edit.
  3. Change the customer details, service, staff member, date and time, price, or notes.
  4. Save.

Cancelling

Section titled “Cancelling”
  1. Find the appointment and choose Cancel appointment.
  2. Enter a cancellation reason.
  3. Confirm.

The reason isn’t just for your records — it’s included in the customer’s cancellation email, and it shows as a “Reason” preview on the cancelled row in your bookings list. Write it as something the customer should read.

The freed time slot becomes available for other bookings.

Best Practices

Section titled “Best Practices”
  1. Review daily — check the calendar each morning.
  2. Confirm early — pending bookings are unconfirmed in the customer’s mind too.
  3. Update status promptly — mark completed straight after service, and use No Show honestly; both feed your reports.
  4. Write cancellation reasons for the customer, since that’s who reads them.
  5. Use notes to help staff prepare — but see Managing Customers for what customers can and can’t see.
  6. Watch your cancellation rate in Insights.

Next Steps

Section titled “Next Steps”
Section titled “Related Guides”