Managing Appointments
The Appointments section is your hub for scheduling, viewing, and managing all bookings. From the left sidebar it expands into several pages: the Calendar, Policies, Staff, and Settings.
The Calendar
The calendar is the main view for all appointments. It displays bookings as color-coded events — each staff member has their own color so you can see at a glance who has what scheduled.
Calendar Views
Use the view buttons at the top to switch between:
| View | Best used for |
|---|---|
| Month | A high-level overview of how busy each day is |
| Week | Planning the week ahead, seeing gaps in the schedule |
| Day | Managing a single day in detail |
| Week List | A compact text list of all appointments in the week |
Click Today at any time to jump back to the current date.
Navigating Events
Hover over any event to see a popover with:
- Appointment title
- Time range and duration
- Service name(s)
- Assigned staff name and photo
- A walk-in badge if applicable
Click an event to open its full details.
Filtering by Staff
If your account has staff enabled, a Staff dropdown appears at the top. Select a staff member to show only their appointments on the calendar. Clear the selection to see all appointments.
Creating an Appointment
Click the + button in the bottom-right corner of the calendar to open the New Appointment form.
Booker
Select the customer from the dropdown. The list shows each user's name, email, and phone number. If the customer doesn't have an account, check Walk-in — the booker dropdown is replaced with a free-text Walk-in Name field (which can be left blank for fully anonymous walk-ins).
Appointment Details
| Field | Notes |
|---|---|
| Staff | Select which staff member will handle the appointment. The service list updates to show only services that staff member offers. |
| Service(s) | Select one or more services. Each shows its duration. The total duration is calculated automatically. |
| Party Size | The number of guests in the booking. Only shown if this feature is enabled in Settings. |
| Date | Pick the appointment date from the calendar. |
| Start Time | Pick the appointment start time. |
Click Submit to create the appointment. Notifications are sent automatically to the customer and the assigned staff member.
Appointment Details & Editing
Click any calendar event to open its full details. In addition to all the booking fields above, the detail view shows:
Payment Summary
If the customer paid online, the right side of the form displays:
- Invoice number (with a copy button)
- Promo code and discount amount applied (if any)
- Subtotal, Tax, and Total
- Payment method — card brand and last four digits
- Payment status — green "Paid" for completed card payments, or orange "Pay In-Person" for pending payments
- Points used and Points earned (if your loyalty program is active)
- A View Receipt button to open the full receipt
Updating an Appointment
Change any field and click Update to save. If you change the date, time, or assigned staff, the system automatically sends a rescheduling or reassignment notification to the relevant people.
Cancelling an Appointment
Click the Cancel Appointment button (shown in red at the bottom of the form). A confirmation dialog will appear. Confirming sends a cancellation notification to the customer and removes the event from the active calendar view.
Time Off
Use Time Off to block out time when a staff member is unavailable — for holidays, training days, or personal time. Time off entries appear on the calendar as "Out of Office" events.
Click the Time Off button at the top of the calendar page to open the form.
| Field | Notes |
|---|---|
| Staff | Select one or more staff members (admins only). |
| Start Date / End Date | The date range for the absence. |
| Start Time / End Time | The time range within each day. |
Click Submit to block the time. To edit or remove an existing time off entry, click it on the calendar and use the Cancel Time Off button in red.
Exporting Appointments
To export appointment data to a spreadsheet:
- Use the Start Date and End Date pickers at the top of the calendar.
- Click Export Excel.
The exported file includes: booker name, staff name, service, duration, date and time, invoice number, promo code, subtotal, tax, total, payment method, card details, points used and earned, and currency.
Policies
Policies are written documents — such as cancellation policies or terms of service — that can be attached to service categories and shown to customers before they book.
The Policies List
The Policies page lists all your policies as cards. Each card shows the policy title and edit/delete buttons. Use the search bar to filter by title or content.
Adding a Policy
Click New to open the policy form.
| Field | Notes |
|---|---|
| Title | Required. The name of the policy (e.g., "Cancellation Policy"). |
| Body | The full policy text. Uses a rich text editor — you can apply bold, italic, bullet lists, headings, and links. |
Click Submit to save. To edit, click the pencil icon on the policy card. To delete, click the trash icon — a confirmation dialog appears first.
Staff
The Staff page is where you manage the team members who appear in the booking system.
The Staff List
Staff are displayed as cards showing their profile picture, category tags, and name. Use the search bar to filter by name or category, or use the Category filter dropdown to filter by specialty. You can switch between List View and Category View, and use the Sort button to drag staff into a custom display order.
Editing a Staff Member
Click the pencil icon on any staff card to open the Edit Staff form. The form has the following sections:
Basic Information
| Field | Notes |
|---|---|
| Name | Required. Full display name. |
| Position/Title | Job title shown on their public profile. |
| Contact email. | |
| Phone 1 / Phone 2 | Primary and secondary phone numbers. |
| Website | Personal or professional website URL. |
Profile Media
- Profile Picture — Required. Select from the media library.
- Profile Shape — Choose Circle or Square for how the photo is displayed.
- Gallery Images — Add additional photos that appear on the staff member's public profile page.
Bio & Content
- Heading 1 / Heading 2 — Short headlines for the profile page.
- Text 1 / Text 2 — Full rich text bio sections. Supports formatting, lists, and links.
Location & Booking
- Address — The staff member's location (uses Google Places autocomplete).
- Show Map — Toggle to display a map on their public profile.
- Show Booking Button — Toggle to show a booking button directly on their profile.
Categories Assign this staff member to one or more categories (e.g., "Dermatology", "Massage"). Click the gear icon to manage categories without leaving the form.
Social Media Add links to Facebook, Twitter, Instagram, LinkedIn, and YouTube profiles.
Working Hours If staff-level scheduling is enabled, set this person's available days and times independently from the general office hours.
Custom Fields If the assigned category has custom fields defined, they appear here to record category-specific information about the staff member.
Click Save to update the staff member's profile.
Booking Settings
The Settings page controls how your appointment system behaves.
General Tab
| Setting | Notes |
|---|---|
| Service Categories | Choose which service categories are available for booking. |
| Rescheduling Window | How many days in advance a customer can reschedule. Minimum: 1 day. |
| Enable Multiple Services | Allow customers to book more than one service per appointment. |
| Enable Staff for Appointments | Show staff selection in the booking flow. |
| Enable Party Size | Allow customers to specify how many guests are in their booking. |
| Hide Staff on Review Page | Remove staff name from the booking confirmation summary shown to customers. |
| Hide Duration on Review Page | Remove service duration from the booking confirmation summary. |
Booking Iframe Use the URL shown here to embed your booking form into an external website. Select which staff members appear in the embedded version using the Staff (Iframe Booking) multi-select.
AI Booking Assistant If your account has an AI key configured, you can enable an AI-powered assistant that helps customers complete their booking online.
Working Hours Tab
Set the default business hours used for all appointments.
| Setting | Notes |
|---|---|
| Time Zone | The timezone all appointment times are stored and displayed in. |
| Use staff working hours | When enabled, each staff member's individual schedule is used instead of these office hours. Only available if staff is enabled. |
For each day of the week, check the checkbox to enable it and set the Start Time and End Time. Unchecked days are treated as closed.
Click Update to save. A chip in the header shows "Unsaved changes" whenever you have pending edits, and a Reset button appears to discard them.
Tips
- Color-coded calendar events make it easy to see staff workloads at a glance. If one color dominates the week, that staff member may need time off or workload redistribution.
- Time Off blocks are essential for accuracy. If a staff member is unavailable but no Time Off is set, the booking system may still show them as available online — always block their time to prevent ghost bookings.
- Walk-in mode is great for drop-in clients. You don't need a customer account to log a walk-in — just check the box and optionally enter a name.
- Policies attach to categories, not individual services. If a cancellation policy applies to all your medical services, assign it to the medical category rather than each service one by one.
- Export regularly for your records. The Excel export is useful for end-of-month revenue reporting — it includes all payment detail, points, and promo data in one file.