Help Center

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.

View the calendar shown by day, week, or month; open any appointment by double-clicking on it.

 

Setting the order of fields displayed in the calendar

In Settings -> Calendar set the way your appointment will look in the calendar. Edit the order of fields by inserting and moving the codes available for one or many participants.

 

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.

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

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.



Appointment Edit Window

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

Choose whether to send notifications about a status change of the appointment. This setting is not to be confused with the email and text message notifications that you’ve set up in their respective dashboard tabs, as this setting here was created for admin to easily inform the customer of the changes that they’ve made.

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

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. Each client name will have a cancel button next to it, which will cancel the booking for that one client and free up a place in the group appointment.

 

A 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. 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 >General.
(If you do that, remember to set up email and/or text message notifications on change of appointment status.)

Choose what should happen to bookings that you cancel from the back-end: they can be either deleted from your log or stay in the calendar marked 'cancelled'. The setting is located in Settings > Customers.

Number of persons booked for the appointment by the chosen client. This is not the entire number of people booked for a group appointment, as this is just the info specific to the one client’s booking of the appointment.

Custom fields info shared by the client when they answered your custom questions that you’ve built into the booking form.

 

RELATED

Online Bookings List - let clients manage their own bookings and help you reduce no-show.

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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2 Comments

  • Avatar
    Escape Kent

    Within our business there is a cost per person. If the amount of people go out as does the price but how are we able to take the additional payment for this on Bookly? There does not seem to be a back of house payment option and we only accept payments in advanced. We do not want to rely on bank transfers and we do not want to be taking cash. The previous booking system we used offered the back of house payment functionality. Can this be added at all?

  • Avatar
    Denis

    Hi, I'm not sure what does back of payment functionality mean, though you could use the capacity option so more customers could book the same service for the same time slot. Regarding the payment set a payment gateway where customers pay online when they want to book an appointment.

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