Calendar and appointments
Working with appointments: calendar views, adding and moving appointments, statuses, recurring appointments, the waitlist, cancelling a day and calendar sync.
The calendar is where you spend most of your time in Appointa. It shows the schedule of all your employees, and it's where you enter appointments that clients arrange by phone or at the front desk, confirm online requests, move and cancel appointments, and record whether a client turned up. Online bookings and changes made on other devices appear on their own, without refreshing the page.
This chapter is for everyone who works with the schedule: the owner and managers, but also employees who manage their own appointments. The first three pages cover everyday work (the overview, a new appointment, appointment details and statuses). The rest describe tools that save time when things get busy: recurring appointments for clients who come at a steady rhythm, a waitlist that fills cancelled slots, cancelling a whole day at once, and syncing with Google, Apple or Outlook calendars.
- 01Calendar overviewHow to read the calendar: day, week and month views, employee and resource columns, status colors, locations and moving appointments by dragging.
- 02New appointment and walk-insHow to add an appointment from the calendar or a client's profile, what each form field means, how to record a walk-in and add someone to a group session.
- 03Appointment details and statusesWhat the appointment details show and what each status means: confirming requests, rescheduling, cancelling, no-shows, completing and client notifications.
- 04Recurring appointmentsHow to turn an appointment into a recurring series (every week, every 2 or 4 weeks, one or more days), how far ahead it books and how to end it.
- 05WaitlistHow clients join the waitlist, who gets notified and how when a slot frees up, and how to add, notify and close entries on the Waitlist page.
- 06Cancelling a whole dayHow to use Bulk actions to cancel all appointments for a day, a period or one employee at once, with a reason and a notification to clients.
- 07Calendar syncHow to subscribe to an employee's appointments in Google, Apple or Outlook Calendar, and how an employee's private calendar blocks online bookings in Appointa.