Appointments
Appointments is the service-booking workspace. It combines a location-aware calendar with staff schedules, bookable services, resources, client profiles, online booking, and checkout.
An Appointment is different from a Meeting activity. Use an Appointment when a client books a service that may need a team member, location, resource, price, or sale. Use a Meeting for ordinary CRM scheduling and external calendar sync.
Before scheduling
Section titled “Before scheduling”For a new workspace, configure appointments in this order:
- Create active Locations in Settings.
- Build the Service Menu and Service Categories.
- Configure team Shifts for each location.
- Add rooms, chairs, equipment, or other Resources used by services.
- Review appointment statuses, cancellation reasons, block-time types, opening hours, and closing periods.
- Configure Online Booking if clients will self-book.
- Configure Membership plans if clients can buy or redeem packages during Checkout.
These options are grouped under Settings → Appointments, with dedicated pages for the Service Menu, Service Categories, Products, and Inventory.
The appointment calendar
Section titled “The appointment calendar”Open Appointments from the Operations section of the sidebar.
| View | Purpose |
|---|---|
| Day | Detailed time grid with team-member and resource lanes |
| 3 day | Short-range scheduling across three dates |
| Week | Seven-day planning view |
| Month | Monthly overview; selecting a date opens Day view |
Use Today, the previous and next controls, or the date picker to navigate. The selected date, view, location, and visible columns are reflected in the page state so the calendar can reopen in the same context.
Locations and columns
Section titled “Locations and columns”Choose a location before scheduling. The column selector can show:
- All scheduled team members
- Specific team members
- All active resources
- Specific resources
- Team members and resources together
Resource columns use the resource’s configured icon and color. Selecting a time in a resource lane starts a normal appointment and prioritizes services that can use that resource.
Calendar availability
Section titled “Calendar availability”The Day view combines:
- Opening hours and location closing periods
- Repeating shifts and one-day shift overrides
- Team time off
- Blocked time
- Existing appointments
- Resource availability and capacity
Availability warnings identify overlaps, work outside a shift, time off, block time, or an unavailable resource. Staff-created appointments can intentionally overbook, so review warnings before saving.
Completed appointments cannot be moved or resized. Other appointments can be dragged to a new time or team-member lane and resized from the Day view.
Creating an appointment
Section titled “Creating an appointment”Use Add → New Appointment or select an empty calendar slot and choose Add appointment.
- Choose a client, or leave the appointment as a walk-in.
- Select one or more services from the Service Menu.
- Confirm the team member for each service.
- Review the date, start time, duration, price, and currency.
- Review availability and resource warnings.
- Add appointment notes and save.
An appointment can contain several services. Each service line can have its own team member, duration, price, start window, and resource requirements. The total appointment duration follows the scheduled services.
The client picker searches Contacts. A saved client appointment can show date of birth, staff alert, appointment history, recent services, total sales, cancellation and no-show counts, segments, and active memberships.
Managing services
Section titled “Managing services”Open an appointment to:
- Add a catalog service or manual service line
- Edit the service name, price, duration, start time, or assigned team member
- Remove a service
- Reuse services from one of the client’s recent appointments
- Review service-specific availability warnings
When a resource is required by a service, Workstation reserves that resource for the service’s time window. This avoids blocking the resource for the full appointment when it is only needed for part of a multi-service booking.
Statuses and cancellation
Section titled “Statuses and cancellation”The standard system statuses are Booked, Confirmed, Completed, Canceled, and No-show. Administrators can add custom statuses with their own names and colors.
Change status from the appointment panel. Choosing Canceled opens the cancellation flow so you can select a configured reason and add notes. Cancellation time and user are recorded.
The appointment card uses the status color and also indicates whether an associated sale is paid, partially paid, or unpaid.
Client and appointment details
Section titled “Client and appointment details”The appointment panel provides:
- Client profile, contact actions, staff alert, and summary
- Recently booked services that can be reused
- Memberships available to the client
- Services and their assigned professionals
- Rich-text appointment notes
- Status and cancellation actions
- Checkout or the completed sale record
A Contact or Account record can also show its related Appointments.
Blocked time
Section titled “Blocked time”Use Add → Blocked Time or select a calendar slot and choose Add blocked time.
Blocked time includes a configured type, optional title, date, start and end time, team member, and recurrence. Recurrence can be daily, weekly, monthly, or a custom interval with an end date or occurrence count.
Use blocked time for unavailable hours that are not leave, such as breaks, internal meetings, or training.
Time off
Section titled “Time off”Use Add → Time Off for Annual Leave, Sick Leave, Training, or Other time away. A time-off record includes the team member, date, time range, optional recurrence, description, and approval state.
Time off appears on the calendar and in the Shifts workspace. Use Time Off rather than blocked time when the absence belongs to a team member’s attendance record.
Shifts
Section titled “Shifts”Open Settings → Appointments → Shifts to manage weekly availability.
The roster can be grouped by Location or Team member. It supports:
- Multiple working intervals in one day
- Weekly and every-two-weeks repeating schedules
- Schedule start and end dates
- One-day overrides
- Not-working days
- Time off alongside shifts
- Location closing periods
Editing a day from the appointment calendar changes that date only. Use the Shifts workspace to change the repeating schedule.
Appointment configuration
Section titled “Appointment configuration”Open Settings → Appointments → Configuration.
| Tab | What it controls |
|---|---|
| General | First day of week and standard opening hours |
| Statuses | System and custom appointment statuses and colors |
| Cancellation Reasons | Active reasons shown during cancellation |
| Block Time Types | Reusable blocked-time categories and colors |
| Resources | Rooms, equipment, capacity, availability, links, and service usage |
| Closing Periods | Global or location-specific closure date ranges |
Resources
Section titled “Resources”A resource can have a type, name, description, calendar color, capacity, and active state. Availability can be always available or limited to weekly hours and optional start/end dates.
Link related resources when booking one should make another unavailable. For example, booking a combined room can also reserve the two smaller rooms it contains.
The resource’s Services section shows which Service Menu entries require it. Edit those relationships from the service configuration.
Online booking, checkout, and reviews
Section titled “Online booking, checkout, and reviews”- Online Booking lets clients choose services, professionals, and available times through shareable links.
- Appointment Checkout converts services and products into a sale, invoice, payments, tips, discounts, loyalty, and memberships.
- Reviews collects post-checkout ratings and lets the team reply or moderate them.