Keep Track and Edit Appointments

View appointments in Calendar or as a list in Appointments; there's also a separate list of Payments that will keep track of all your clients' online transactions (past and due). View and edit all appointments from any of those windows.

 

Appointments as Calendar

When you first open the calendar, it will be showing appointments for all of your staff.

Click the tabs above the calendar to view individual team members' calendars. View a combined calendar of several (or all) team members in the very first tab by checking/unchecking team members in the drop-down menu in the top right corner.

Choose between daily, weekly, monthly modes and list to view your company workload in different ways; open any appointment by clicking on it.

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Appointments in Month view can be displayed in different styles. In Settings > Calendar > Month view style, you can choose between classic and minimalist design.

  • Classic – each calendar record displays information that you set up for your calendar template entry (see below).
  • Minimalistic – you’ll see a total number of appointments for each day. To view the whole list of bookings for the selected day, click on the ‘+X more’.

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You can filter appointments by service(s).

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The order of fields displayed in the calendar

In Settings > Calendar customize the look of the calendar and set a template for the appointment record. Edit the order of fields by inserting and moving the codes available. Start typing "{" to see the available codes.

The if block can be used for conditional cases. If it is included in your content template, Bookly will check the condition and generate the content accordingly. If the condition is met, a particular text will be inserted and displayed on the calendar entry.

For example, some bookings include all possible customer's details, others don't. The following configuration will display the "CLIENT EMAIL:" with the client's email address only in case if there is any.

{service_name}
{client_name}
{client_phone}
{#if client_email} CLIENT EMAIL: {client_email}{/if}

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If you use the the Group Booking (Add-on), you can configure the record template for two cases:

  • Appointment with one participant
  • Appointment with many participants

To display separate information for each client on your calendar entry, you can use the each block.
Here’s an example of how to display your customers in a list:

{service_name}
Signed up: {signed_up}
Capacity: {service_capacity}
{#each participants as participant}
{participant.client_name}
{/each}

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Coloring mode

In Settings > Calendar > Coloring mode you decide how your appointments will be colored in your Bookly backend Calendar.

  • By service – all appointments that belong to this service will appear in your calendar view with the desired color (set on the service card in Services);
  • By status – the color of appointments will depend on the booking status.
  • By staff – all appointments that belong to this employee will appear in your calendar view with the desired color (set on the staff card in Staff Members).

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Alert counter for new appointments

A red indicator near the Bookly Calendar will display how many new bookings you have. Enable this option in Settings > Calendar > Show new appointments notifications. The badge will be deleted once you open the Calendar or Appointments section.

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Appointments as a list

All booked appointments are compiled in one chronological list that's sorted by individual appointment number (as per time of booking) by default. You can sort the list by any appointment property if you click on the column headers.

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To search by customer’s phone number & email, click on the Customer drop-down at the top of the page and start typing numbers/email address in the field. Bookly will show the list of matching entries.

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The list can be exported as a .csv and even printed, too.

New appointment

You can create a new appointment both in the Calendar and Appointments sections in Bookly.

Bookly Calendar indicates free and busy times for all of your staff members. Simply click the desired date and time to create a new booking.

In the Appointments section click the New appointment button in the upper right corner of the page.

In Settings > Appointments, customize the appearance of the New appointment pop-up window according to your preferences.

First value for newly created appointments via backend – allows you to reverse the order of the Provider and Service fields.
Displayed time slots – allows you to set which time slots are visible when you create appointments via backend.

    • All – an admin will be able to select even occupied time.
    • Only appropriate slots – only available time slots will be displayed, in the same way as it works on the frontend.

Time delimiter – allows you to set a delimiter during a day for appointments created via backend.

Table settings

Click table-settings-btn.png in the upper right corner of the page to choose columns that you want to include in the Appointments table. Reorder the columns by using the drag & drop option.

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Open each appointment by clicking on the Edit button at the end of each row.

Filter the list by choosing specific staff members, services, customers, and status.

Choose to view appointments from a specific time period.

Search the list by individual booking number.

To delete an appointment from the Appointments list, select an appointment by checking the box (checkbox.png) on the right and click on the Delete button at the bottom of the page.

To delete an appointment from the calendar view, hover the mouse cursor over appointment to view its details, then click on the trash icon.

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When you delete an appointment either from Bookly Calendar or from Appointments list and tick the box Send notifications, you can enter the cancellation reason. This info can be added into email notifications with the {cancellation_reason} variable.

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Appointment Edit Window

You can manually change practically any property of an appointment: Team member providing the service, service, date, time, and appointment length.

Send notifications feature allows you to choose if you want to inform customer/staff upon the performed changes. 

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This setting is not to be confused with the email and text message notifications that you’ve set up in their respective sections, as this setting here was created for admin to easily inform the customer of the changes that they’ve made.

Tick it and click Save. There will be another pop-up window where you're able to select who will receive a message.

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Click Send.

Leave notes for each appointment. The notes will only be visible to members of your team and not to customers.

The line with the client name in it contains their email and phone, and also tells you the status of the appointment (see symbols at the end of row).

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The number just before the client name means the number of places that the client has booked in their name (relevant for group appointments).

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For group appointments, the calendar and list will contain just one entry for the entire group appointment, with the entire list of clients that booked this appointment in one appointment edit window. Client can be removed by clicking on the trash icon next to it, which will cancel the booking for that one client and free up a place in the group appointment.

click on the client name also opens a new window with more capabilities:

Status – this is the status of the appointment. It can be approved/pending/cancelled or done. By default, all new appointments are created as approved. However, you can set them to be created as pending your confirmation by changing the default status of new appointments in Settings > Appointments.
If you do that, remember to set up email and/or text message notifications on change of appointment status.

Timezone – this is the time zone that customer choose on a Time step if you've enabled a time zone switcher for your booking form.

Notes – information that customer entered in the 'Notes' field at the Details step.

Number of persons – available with Group Booking (Add-on).

Custom Fields – customer's answer(s) to your custom question(s). Available with Custom Fields (Add-on).

Extras – booked extras if any. Available with Service Extras (Add-on).

Automatic update of the appointment status

This feature allows to automatically change the initial appointment status to another one once it is over. To enable this option, go to the Settings > Appointments > Automatically change status of appointment.

Bookly settings

If you have installed and activated the Bookly Custom Statuses (Add-on), you’ll have more freedom, because you’ll be able to use all your custom statuses along with the regular ones.

View client appointments history

You can track the full history of the client's visits. In the Appointments section, filter by customer's name and select 'Any time' in a time range drop-down.

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Front-end calendar for customers

If you add a front-end calendar on your webpage, customers will be able to view staff availability. This calendar will be public and will only display occupied time slots including the name of the service.

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To enable this option, go to the Settings > Calendar. In the Display front-end calendar, set Enabled.

Then access Pages or Posts in the WP sidebar menu, open the page where you want to display the front-end calendar and click on the Bookly - Calendar block to insert the [bookly-calendar] shortcode.

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You can show information of all staff members and services, or select only particular ones (for example, if you have separate booking pages for your employees).

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DEMO | VIDEO TUTORIALS | MAIN BOOKLY SETTINGS | FAQ | ADD-ONS

RELATED

Pending Appointments – review incoming appointments manually before having them confirmed to customers.

GOOD TO KNOW

Locations (Add-on) – if you add locations to your services, they will be visible in the appointment-management windows, too.

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