Calendar and bookings
Bookings are managed in Calendar. Shifts, absences and blocks are in Schedule, see Team and shifts.
Calendar
Section titled “Calendar”On a computer the calendar is a day view with one column per staff member. On a phone it is a list by time, with a staff filter.
Clicking a booking opens its details: client and contact, service, staff member, time, price, how it was booked and who entered it, internal note and change history.
An online booking also shows where the client came from, for example “Online · google”, if they booked through a link with a source. See Firm page and QR code.
If deposit or several sessions are on, the booking also has a deposit tag (“Deposit · awaiting payment”) or a session tag (“Session 2 of 4”), with the buttons Mark as paid, No deposit and Book next session.
Adding a booking by hand
Section titled “Adding a booking by hand”When a client books by phone or in person, enter the booking in the panel.
- In Calendar, start a new booking.
- Under How it was booked choose By phone or In person.
- Choose Existing client if the client has been before, or enter a new one: name and at least one contact, email or phone.
- Choose the service, staff member, date and time. The panel offers only free times.
- Confirm. If the client has an email, they get a confirmation and a management link.
The booking card then shows how the booking was made and who entered it.
A manual booking cannot be placed in the past, over another booking, outside a shift, or over an absence or block. Duration and preparation cannot be shortened to make it fit. When there is no room, change the schedule or move another booking first. The team can book within the online notice period.
Moving, changing staff and cancelling
Section titled “Moving, changing staff and cancelling”The owner and lead staff member change a booking directly from its details. To pick another staff member or service, use the Staff or service button. Before confirming, the panel shows the old and new state. Staff members send a request for their own bookings, see Staff requests.
- A move happens in one step. If the new time is taken in the meantime, the old booking stays.
- A client with an email gets a new confirmation or a cancellation notice.
- A client without an email gets no message. The panel then creates a task in Tasks to contact the client.
Booking statuses
Section titled “Booking statuses”| Status | Meaning |
|---|---|
| Confirmed | The booking is made and holds the time. Every successful booking is confirmed at once; the client does not confirm anything else. |
| Completed | The service was done. Mark as completed works only after the booking has started. |
| No show | The client did not come. Mark as no show works at the earliest 10 minutes after the start, with a reason. |
| Cancelled | The booking is cancelled, the time is free again and no reminder is sent. |
Moving is not a status. The booking stays confirmed, and the move is written to its history.
The owner or lead staff member can correct a wrong status, with a reason. The correction is written to the history.
End of day
Section titled “End of day”At the end of the day open Tasks → End of day, choose the location and date, and click Show day review. The panel shows:
- that day’s bookings without an outcome (completed or no show);
- clients who still need to be contacted;
- open staff requests.
Resolve each booking in Calendar, one by one. When nothing is waiting in the review, click Day reviewed.
There is no button that marks all bookings at once. Each booking is checked separately, so statistics, rewards and client history stay accurate.
No free times
Section titled “No free times”When clients or the team see no free times for a day, check the reason in Locations → Why are there no free times?. See Locations and publishing.