The appointment calendar
The Calendar tab under Services > Appointments is your central view for all booked appointments. It displays appointments in a visual calendar, colour-coded by facilitator so you can quickly see who is booked and when.
Calendar views
Use the view buttons in the top-right corner to switch between:
| View | Description |
|---|---|
| Month | A traditional month grid showing appointments on their respective dates |
| Week | A detailed week view showing time slots across all days |
| Day | A single-day view with fine-grained time slots |
| Agenda | A list view of upcoming appointments in chronological order |
Filtering by provider
Use the Show Availability For dropdown at the top to filter the calendar to specific facilitators. This is useful when you have multiple facilitators and want to see one person’s schedule in isolation.
Provider colours
At the bottom of the calendar, the Provider Colors legend shows which colour corresponds to which facilitator. Each facilitator is automatically assigned a distinct colour.
Booking a new appointment
Click the + Add Appointment button at the top of the calendar. A dialog guides you through the booking step by step — each field appears after the previous one is completed:
1. Service
Select the service from the dropdown (e.g. “Deep Tissue Massage”). The dropdown shows the service name and description.
2. Duration & Price
Choose a pricing option for the selected service. For example:
- 30 minute massage — £30.00 (30 min)
- 60 minute massage — £60.00 (60 min)
- 90 minute massage — £90.00 (90 min)
3. Date
Select a date from the dropdown. The system only shows dates where at least one facilitator has availability for the chosen service and duration. Dates without availability are not listed.
4. Time
Select a time slot. Slots are shown in 15-minute increments within the available window (e.g. 09:00, 09:15, 09:30, etc.). The system accounts for existing bookings and buffer times — only genuinely available slots are shown.
5. Facilitator
Select which facilitator will deliver the appointment. Only facilitators who are available at the chosen date and time are shown.
6. Payment Method
Choose how the customer will pay:
| Method | Description |
|---|---|
| Cash | Payment will be collected in person |
| Card | Payment will be processed through Stripe |
| Pass | The customer uses a pre-purchased pass (only available if the customer has a valid pass for this service) |
7. Notes (optional)
Add any special notes or requirements for the appointment (e.g. “Customer has a back injury — avoid deep pressure on lower back”).
Click Book Appointment to confirm the booking.
Viewing an existing appointment
Click on any appointment in the calendar to view its details. The appointment shows the customer name, service, facilitator, date, time, and payment status.
Managing appointments via Customer Manager
Appointments also appear in each customer’s record in the Customer Manager. From a customer’s profile, you can see their appointment history and upcoming bookings.