Keep Track and Edit Appointments

You can view appointments either in the Calendar or as a list in the Appointments section. You can manage appointments from any of these sections.

Additionally, there's a separate list of Payments that keeps track of all your clients' online transactions, including past and due payments.

Appointments as Calendar

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

Click the tabs above the calendar to view individual team members' calendars. To view a combined calendar of several or all team members, go to the very first tab and check/uncheck team members in the drop-down menu located in the top right corner.

Switch between daily, weekly, monthly modes, and a list view to observe your company's workload in various ways. Simply click on any appointment to open it for more details.

Bookly Calendar in the WordPress admin panel

If an appointment takes 1 day or longer, it will appear at the very top of the staff day schedule.

All day bookings in Bookly Calendar

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

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

Minimalistic style of the Bookly Calendar in back end

You can filter appointments by service(s).

Filter by services in Bookly Calendar

The order of fields displayed in the calendar

In Settings > Calendar, customize the appearance of the calendar and set a template for the appointment record. Edit the order of fields by inserting and moving the available codes. To view the available codes, start typing "{".

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

For example, some bookings may include all possible customer details, while others may not. The following configuration will display 'CLIENT EMAIL:' with the client's email address only if it is available.

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

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If you use 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 can determine how your appointments will be colored in your Bookly backend Calendar.

  • By service: All appointments that belong to a specific 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: Appointments for a specific 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 the number of new bookings you have. Enable this option in Settings > Calendar > Show new appointments notifications. The badge will be removed once you open the Calendar or Appointments section.

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Appointments as a list

All booked appointments are compiled into one chronological list sorted by individual appointment number, based on the time of booking, by default. If you wish to sort the list by any appointment property, simply click on the column headers.

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

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Additionally, you can export the list as a .csv and even print it.

New appointment

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

In the Bookly Calendar, you can easily identify free and busy times for all staff members. Simply click on the desired date and time to create a new booking.

Alternatively, in the Appointments section, click the New appointment button located in the upper right corner of the page.

In Settings > Appointments, you can adjust the appearance of the 'New appointment' pop-up window based on 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: Permits you to set which time slots are visible when creating appointments via the backend.

      • All: An admin will be able to select even occupied time.
      • Only appropriate slots: Only available time slots will be displayed, similar to how it works on the frontend.

Time delimiter: Lets you set a delimiter during a day for appointments created via the backend.

Table settings

To choose columns that you want to include in the Appointments table, click on the eye icon in the upper right corner of the page. You can then reorder the columns 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 selecting 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 it by checking the box on the right, and then click the Delete button at the bottom of the page.

In the calendar view, you can delete an appointment by clicking on the trash icon.

Bookly Calendar in WordPress admin panel

When deleting an appointment from either the Bookly Calendar or the Appointments list and selecting the option to send notifications, you can enter the cancellation reason. This information can be included in email notifications using 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.

The 'Send notifications' feature allows you to choose whether you want to inform the customer or staff about 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. This setting here was created for the admin to easily inform the customer of the changes they’ve made.

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

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Click Send.

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

The line with the client name includes their email and phone, along with the appointment status (indicated by symbols at the end of the row).

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The number just before the client's name indicates the number of places that the client has booked under their name (relevant for group appointments).

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

Status: This indicates the status of the appointment, which 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 make this change, remember to set up email and/or text message notifications for changes in appointment status.

Timezone: This is the timezone that the customer chose at the Time step, provided you've enabled a timezone switcher for your booking form.

Appointment notes: Information that the customer entered in the ‘Notes’ field at the Details step.

Number of persons: This is available with the Group Booking (Add-on).

Custom Fields: These represent the customer’s answer(s) to your custom question(s) and are available with the Custom Fields (Add-on).

Extras: These are any booked extras. Available with the Service Extras (Add-on).

Automatic update of the appointment status

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

Bookly settings

If you have installed and activated the Bookly Custom Statuses (Add-on), you’ll have greater flexibility as you can use all your custom statuses in addition to the regular ones.

View client appointments history

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

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Front-end calendar for customers

By adding a front-end calendar to your webpage, customers can easily view staff availability. This public calendar will only display occupied time slots along with the corresponding service names.

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To enable this option, navigate to Settings > Additional. Under Display front-end calendar, set it to Enabled.

Next, access Pages or Posts in the WordPress 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 have the flexibility to display information for all staff members and services or choose specific ones (e.g., 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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