Help / Appointments & Service Bookings

Booking and managing appointments

Find an available time, book one or more services, then confirm, reschedule, cancel or complete the appointment.

Open Service Bookings > Appointments (Appointments) to see every appointment. You need the Appointments View permission to see the list and Create to book.

Find appointments

The list shows date, time, branch, professional, service and a status badge. Branch, professional and service are shown as ids such as #12. Filter by Branch id, Status, From and To, and click Manage on a row to open it.

Book an appointment

1. Click Book appointment (or Book Appointment in the menu).
2. Choose the Branch and the Date.
3. Type a Service (item) id and click Add service. You can add several services; one appointment is booked for each.
4. Optional: enter a Professional id, or leave it blank for any available professional. Optional: enter a Customer (client) id, or leave it blank for a walk-in customer.
5. Click Find available times. Each service shows time buttons per professional.
6. Click a time for each service. Add Notes if needed.
7. Click the Book button. A result is shown per service, with a link to View appointment.

If a time was taken a moment ago, only that service fails and the message tells you to search again.

Manage one appointment

Click Manage to see the date, time, status and notes.

• Confirm (for Pending) makes it Confirmed. Depending on your company's booking settings, new bookings may be Confirmed straight away.
• Mark completed and Mark no-show are available on Confirmed appointments.
• Reschedule: pick a New date, click Find available times, choose a time and click Confirm reschedule. The old appointment is cancelled and linked to the new one.
• Cancel: optionally enter a reason and click Confirm cancellation. This needs the Appointments Delete permission.
• Save notes keeps edits to the notes while the appointment is still open.

Confirming, completing, no-show, rescheduling and notes need the Appointments Edit permission.

Reports

Booking Reports (Reports) shows how many appointments are Pending, Confirmed, Cancelled, Completed and No-show for the dates you choose. Use Group by (Service, Professional or Branch) for a table of Booked, Completed, Cancelled, No-show and Total. "Booked" counts appointments that are still Pending or Confirmed.

Good to know

• Your company can set a minimum notice, how far ahead booking is open, whether same-day booking is allowed and cancel or reschedule cut-offs. A booking or change outside these rules is refused with an explanation.
• Completed, no-show and cancelled appointments can no longer be edited.
• Customers can also book themselves; see QR codes and online booking.
• Clinics can check booked patients in from the clinic queue: Run the daily queue.