Glossary

The glossary explains the terms you come across in Appointa and in this manual. Each term has a short explanation and a link to the page with detailed instructions. Names in bold are exactly as they appear in the app.

Some menu items have shorter names than the terms used in this manual — for example, gift vouchers are under Gifts and intake forms under Forms. We've collected these names in the Menu names table at the bottom of the page.

Terms from A to Z

Activation with a QR code

A way to sign in to the Appointa Pro app: a team member clicks Generate QR on the web (owners and managers in Settings → Sharing & app, staff on their dashboard), and their phone scans that code. The app signs in with the account of whoever generated the code. The code is valid for 5 minutes and can be used only once. See Activating with a QR code.

Anonymization

Deleting a client's personal data at their request, with the Anonymize client button on the client's profile. The name becomes Anonymous client, the contact details, notes and chart are deleted, and the appointments stay in the statistics without a name. This can't be undone. See Client privacy.

Anonymous bookings

The Anonymous bookings setting in Settings → Bookings determines who can book online. When it's on, anyone can, without an account; when it's off (the default), only clients you've approved can. See Anonymous bookings.

Appointa (the client app)

A free mobile app for your clients, for iPhone and Android. In it they book and cancel appointments, get push reminders, send you messages and have their loyalty cards, vouchers and packages at hand. They see your business in it as a place. See The Appointa app for clients.

Appointa Pro

The mobile app for you and your team: today's appointments, new appointments and walk-ins, statuses, clients, messages and notifications of new bookings. The owner and managers can also edit services, employees and shifts in it. See Appointa Pro (the team app).

Appointment

Time booked for a service with an employee, either with a client or as a walk-in. It's created by a client's online booking, by an entry in the calendar or from a recurring appointment. See New appointment and walk-ins.

Appointment status

The state of an appointment: Pending, Confirmed, Completed, Cancelled or No-show. You can tell the status by the color of the block in the calendar, and completed, cancelled and no-show are final. See Appointment statuses.

Archiving

Services, employees and resources aren't deleted but archived: they disappear from day-to-day work and online booking, while past appointments still show their name. You can restore anything archived. See Archiving instead of deleting, Archiving and restoring employees and Archiving resources.

A client can be archived too. Online booking no longer recognizes them, so their next booking treats them as a new client. See Archived clients.

Assistant

The round button with a chat bubble in the bottom right corner. It answers questions about using Appointa and offers links to the right screens, but it doesn't change anything itself. See Assistant.

Auto-approve on scan

The Auto-approve on scan setting in Settings → Bookings. It determines whether a client who scans your client verification QR becomes your client straight away (on, the default) or whether that scan also waits for your approval. Sign-ups through the web or the app always wait for approval. See Auto-approve on scan.

Block after no-shows

The number of no-shows in the last 6 months after which a client can no longer book online. You can still enter an appointment for them in the calendar. A value of 0 means the block is turned off. See Block after no-shows.

Bulk actions

A button in the Calendar toolbar for cancelling several appointments at once: a whole day, a period or one employee's appointments, with a notification to clients. Cancelling can't be undone. See Cancelling a whole day.

Business time

Appointments are always shown and calculated in your business's time: an appointment at 14:30 stays at 14:30 even for a client who is travelling in another time zone. Reminders are sent by the same time. See Language and time in notifications.

Client import

Transferring your existing client list from a CSV or Excel file in three steps: uploading, mapping the columns and the GDPR confirmation. An import is started by the owner or a manager, and you can undo it within 24 hours as long as none of the imported clients has an appointment or messages. See Importing clients from Excel.

Client profile

The page for one client in Clients: contact details, visit statistics, a record of allergies and preferences, notes, appointment history, packages and invoices. From it you add a new appointment linked to the client. See Client profile.

Client verification QR

The second QR code in Settings → Sharing & app, meant for your reception desk. A client scans it and becomes your client straight away (or waits for your approval, if auto-approve is turned off), so they can book even when anonymous bookings are turned off. There's also a printable A5 flyer for it. See Client verification QR.

Closure

A period when the whole business is closed, e.g. a renovation or a team-wide holiday. You enter it once in Settings → Availability. Public holidays are there too: the business is closed on them by default, unless you use a switch to mark that you're working. See Closures and holidays.

Dashboard

The first page after you sign in. The owner and managers see an overview of the whole business — figures, upcoming appointments and recent messages — and a staff member sees their personal overview, My dashboard. See Dashboard.

Demo business

A ready-made business for the industry you choose — with services, employees, made-up clients and appointments — where you try out Appointa. It runs on the Pro plan, lasts 14 days, and nothing from it carries over to your real business. See Demo business.

Direct booking

A setting that determines whether an online booking is confirmed straight away. On (the default): the appointment is Confirmed immediately. Off: the appointment arrives as a pending request and waits for your confirmation. See Direct booking.

Earliest online booking

How many hours before the start a client can book online at the latest (default 1 hour). It protects you from last-minute bookings. See Earliest online booking.

Employee

A person who provides services and has their own column in the calendar, shifts and assigned services. An employee can receive appointments even without signing in themselves; they get access to the app through an invitation. Staff is also the name of the lowest role. See Employees.

Fiscalisation

Issuing fiscalised invoices to clients directly from Appointa — with an appointment or as a standalone invoice — for businesses in Croatia on the Pro and Premium plans. Invoices are fiscalised by Codevo Fiskal, and you need a FINA certificate. Appointa also works alongside your existing cash register. See How fiscalisation works in Appointa.

Gallery

Up to 30 photos of your business — the interior, examples of your work, the team — that clients see on your public page. You choose one as the cover photo. See Gallery.

Gift voucher

A voucher with a code that you sell to a client or to someone who gives it as a gift. It can be for an Amount (spent over several visits) or For a service (single use), and it's redeemed by entering the code during online booking or in the Gift voucher code (optional) field when you enter an appointment in the calendar. In the menu it's Gifts, on the Premium plan. See Gift vouchers.

Group session

An appointment for a service with several seats (e.g. pilates for 20 people) that several clients sign up for. In the calendar it's a single block with the number of seats taken, e.g. “4/12”. See Group classes and schedules.

How far ahead clients can book

The number of days ahead for which clients can book online (default 30). An empty field means no limit. See How far ahead clients can book.

Intake form and consent

A form a client fills in before their visit, e.g. a medical history or a consent to treatment. It's sent by email with bookings for the services you choose, and it's filled in in the browser without signing in. In the menu it's Forms, on the Pro and Premium plans. See Intake forms and consents.

Interactive guide

A guide that walks you through a task in the app itself: it dims the screen, highlights the button you need to click and waits for you to do the step. You start it from the Guides item in the sidebar, from the First steps card on the dashboard, or with the Start the guide button in the Show me in the app box on a manual page. See Interactive guides.

Invitation

An email that gives an employee their own access to Appointa, with the role you choose. It's sent with the Invite to app button on the employee's card and is valid for seven days. See Invitations and roles.

JIR and ZKI

Fiscal data on a Croatian invoice. The ZKI (zaštitni kod izdavatelja, the issuer's security code) is created when the invoice is issued, using your FINA certificate, and the JIR (jedinstveni identifikator računa, the unique invoice identifier) is assigned by the Croatian Tax Administration when it receives the invoice. See Fiscal data: JIR and ZKI.

Latest cancellation

Up to how many hours before the appointment a client can cancel on their own (default 2 hours). You can also enter a Late-cancellation fee — an amount Appointa doesn't charge by itself; when you cancel an appointment in the Appointa Pro app, it offers to record the fee with the cancelled appointment. See Appointment cancellation.

Location

One branch of your business, with an address and its own working hours. Every business has a main location, and on the Premium plan you can add others. See Locations.

Loyalty program

Rewarding clients who come back: they collect stamps and get a free appointment, a discount or credit in euros. A business has one active program, and in the menu it's called Loyalty. It's part of the Premium plan. See Loyalty program.

No-show

The client didn't turn up for the appointment. You record it with the Mark no-show button in the appointment details, and the appointment gets the No-show status. These appointments count toward the block after no-shows. See No-shows.

Package and membership

Several visits sold in advance (e.g. “10 massages”) or an unlimited membership with an expiry date. You sell it on the client's profile and take payment in your business, and Appointa counts the visits. It's part of the Premium plan. See Packages and memberships.

Pending request

An online booking waiting for your confirmation, when Direct booking is turned off. In the calendar it has a gold background and the Pending status; if you neither confirm nor cancel it, it expires on its own after 24 hours or when the appointment starts. See Pending requests.

Plan (Starter, Pro, Premium)

Your business's subscription to Appointa. Starter is free, and Pro and Premium unlock unlimited appointments, more employees and additional features. Your current plan is shown on the business card at the top of the menu. See Starter, Pro and Premium plans.

Promotion and promo code

A promotion is a discount in percent or euros that applies when a client enters its promo code while booking. You share the code yourself — on social media, on a flyer or in a message — and the promotion applies during the period you set and up to the number of uses you set. It's part of the Premium plan. See Promotions and promo codes.

Public page

Your online booking page, at an address like appointa.hr/s/<name>. On it, clients see your services, team, gallery and ratings, and they book without installing an app. The address doesn't change once the business is launched. See Public business page and Booking link.

Push notification

A free notification that arrives on the phone through an app: for clients through the Appointa app, and for your team through Appointa Pro. For a client with the Appointa app it always takes priority over SMS and email. See How Appointa chooses the channel.

Recurring appointment

An appointment that repeats at the same interval — every week, every 2 weeks or every 4 weeks — and that Appointa enters in advance on its own. You set it up with the Make recurring button in the appointment details; in the menu it's Recurring. Available on the Pro and Premium plans. See Recurring appointments.

Reminder

A notification about an appointment that the client gets about 24 hours beforehand: a push notification in the Appointa app, and without the app an SMS (if turned on) or an email. It's sent only for appointments linked to a client. See Appointment reminder.

Resource

A room, piece of equipment, vehicle or anything else an appointment takes up in addition to an employee. When a service requires a resource, Appointa assigns it on its own and makes sure the same resource isn't booked twice at the same time. Available on every plan. See Resources.

Resource block

Time when a resource isn't available, e.g. cleaning a room or servicing a device. During a block the resource isn't offered for new appointments, and existing appointments aren't cancelled automatically. See Blocks.

Review

A rating from 1 to 5 stars and a comment that a client leaves after a completed appointment. You choose which reviews to publish, and the published ones count toward the public average on your page. See Reviews.

Role

A team member's level of access: Owner, Manager or Staff. The owner sees everything, including billing and the fiscalisation settings; a manager sees everything except Billing and the fiscalisation settings; staff see the calendar, messages, clients, their own overview and, on the Pro and Premium plans, their own invoices. See Roles.

Seat

An employee seat is one active employee included in your plan (Starter 1, Pro 3, Premium 5, with extra seats available to buy on Pro and Premium). The Seats of a service are the capacity of a group session. (In the client app, a business the client is connected with is called a place.) See Employee seats.

Service

An item on your price list with a name, duration and price. A service is assigned to the employees who provide it, and it can have several seats, a schedule or require a resource. See Services and price list.

Service schedule

The days and times when a service takes place, e.g. pilates on Mondays, Wednesdays and Fridays at 10:00. You set it in the service form under Schedule (optional), and clients are offered only those times. See Service schedule.

Setup wizard

A five-step guide that takes a new business from identity and contact details, through working hours and services, to employees and publishing the public page. It runs once, and you can change almost everything you enter later in the admin area — except the address of the public page, which stays the same. See Business setup.

Shift

The time an employee works on a particular day of the week. A day can have more than one shift (e.g. a split shift before and after a break), and a shift can apply every week or only in the Even week or the Odd week. For a single date you enter a special shift. See Employee shifts.

SMS credits

Prepaid credits you use to pay for SMS notifications to clients without the app. The owner buys them on the Billing page; when they run out, notifications go by email. See SMS notifications.

Stamp

The unit of progress in the loyalty program. With the Punch card type, a client gets one stamp per completed appointment, and with the Euro stamps type, stamps based on how much they spend. When they've collected enough, they earn a reward. See Loyalty program.

Storno

A correction of an issued fiscalised invoice: a new invoice with negative amounts that refers to the original one. It's reported to the Croatian Tax Administration and can't be withdrawn; the owner and managers can issue a storno. See Storno.

Time off

An employee's annual leave, sick leave or training, lasting one or more whole days. It's entered with the Time off button on the employee's card, and during that period clients aren't offered appointments with that employee. See Holidays, sick leave and other absences.

Two-factor sign-in (2FA)

Extra protection for your account: when you sign in, in addition to your password you enter a code from an authenticator app or a code sent by email. It's turned on separately for each account in Settings → Security, which the owner and managers can see. See Security and two-factor sign-in.

Waitlist

A list of clients waiting for a slot to open up for a particular service, employee and time. When a slot opens up, the first person in line is notified. In the menu it's called Waitlist, and it's part of the Premium plan. See Waitlist.

Walk-in

A client who comes in without a booking. An appointment entered from an empty slot in the calendar is labeled Walk-in: it takes up time and counts in the reports, but it isn't linked to a client, so there's no reminder and no history. See Walk-ins.

Menu names

Some sidebar items have short names. This is what they're called in the manual: