Appointments

The Appointments module provides a comprehensive scheduling and booking system inspired by Fresha-style appointment management. It allows team members to manage their calendars, schedule appointments with clients, block time, and handle time off requests.

Accessing Appointments

Navigate to Appointments from the sidebar to access the appointment calendar. The module provides a full-featured calendar interface with multiple view options.

Calendar Views

The appointment calendar supports four view modes:

View	Description
Day	Single day view showing all team members’ schedules side by side
3-Day	Three consecutive days for short-term planning
Week	Full week view for comprehensive scheduling
Month	Monthly overview with appointment counts per day

Navigation

• Use the left/right arrows to navigate between dates
• Click Today to return to the current date
• Select specific dates using the date picker

Team Member Filtering

Filter the calendar to show specific team members:

1. Click the team member dropdown at the top of the calendar
2. Select or deselect team members to show/hide their schedules
3. Each team member’s column is color-coded for easy identification

Scheduling Appointments

Creating a New Appointment

1. Click on an empty time slot in the calendar, or use the + New Appointment button

2. Fill in the appointment details:

   • Client: Select an existing contact or create a new one
   • Team Member: Assign the appointment to a staff member
   • Date & Time: Set the appointment date and start time
   • Duration: Specify the duration in minutes (default: 60)
   • Service: Optional service name and price
   • Notes: Add any additional notes

3. Click Save to create the appointment

Appointment Fields

Field	Description
Client	The contact/customer for the appointment
Team Member	Staff member assigned to the appointment
Date	Appointment date (YYYY-MM-DD format)
Start Time	Start time in 24-hour format (HH:MM)
Duration	Duration in minutes
Service Name	Name of the service being provided
Service Price	Price of the service
Currency	Currency for the service price (default: USD)
Notes	Additional notes or instructions

Quick Appointment Creation

Click directly on a time slot to quickly create an appointment:

• The date and time are pre-filled based on the slot clicked
• The team member is pre-selected based on the column

Managing Appointments

Viewing Appointment Details

Click on an existing appointment to view its details in a popup. The popup shows:

• Client name and contact information
• Service details and price
• Appointment status
• Notes

Editing Appointments

1. Click on an appointment to open the details popup
2. Click Edit to open the edit form
3. Make your changes
4. Click Save to update the appointment

Cancelling Appointments

1. Click on an appointment to open the details
2. Click Cancel Appointment
3. Select a cancellation reason from the dropdown
4. Optionally add cancellation notes
5. Confirm the cancellation

Cancelled appointments are marked with the cancellation reason and timestamp.

Appointment Statuses

Appointments have configurable statuses that can be customized in Settings:

Status	Description
Scheduled	Appointment is confirmed and scheduled
In Progress	Appointment is currently happening
Completed	Appointment has been completed
No Show	Client did not attend
Cancelled	Appointment was cancelled

Changing Status

• Click the status badge on an appointment to quickly change its status
• Select the new status from the dropdown

Block Time

Block time allows team members to mark periods when they are unavailable for appointments.

Creating Block Time

1. Click on an empty slot and select Block Time from the popup menu
2. Or use the calendar menu to add block time
3. Fill in the block time details:
   • Block Time Type: Select from configured types (e.g., Break, Lunch, Meeting)
   • Title: Optional custom title
   • Date: The date for the block
   • Start/End Time: Time range to block
   • Team Member: Which team member’s schedule to block
   • Frequency: One-time or recurring (daily, weekly, monthly, custom)

Block Time Types

Block time types are customizable in Settings and include:

• Break
• Lunch
• Meeting
• Training
• Personal
• Custom types

Recurring Block Time

Block time can be set to recur:

• Once: Single occurrence
• Daily: Every day
• Weekly: Same day each week
• Monthly: Same date each month
• Custom: Custom interval (e.g., every 2 weeks)

Set an end date or number of occurrences for recurring blocks.

Time Off

Time off records track when team members are away (vacation, sick leave, etc.).

Creating Time Off

1. Click Add Time Off or select from the calendar menu
2. Fill in the details:
   • Type: Annual Leave, Sick Leave, Training, or Other
   • Start Date: First day of time off
   • Time Range: Start and end time
   • Repeat: Optional recurring schedule
   • Description: Reason for time off

Time Off Types

Type	Description
Annual Leave	Vacation or paid time off
Sick Leave	Medical or health-related absence
Training	Training sessions or courses
Other	Any other type of absence

Shifts

Shifts define the working hours for each team member. The calendar displays shifts and shows non-working hours with a diagonal stripe pattern.

Editing Shifts

1. Click on a team member’s shift row in the calendar
2. Edit their working hours for that day
3. Add multiple shifts per day if needed (e.g., morning and afternoon)
4. Save the changes

Shift Schedules

Shift schedules can be configured to repeat on a weekly basis. Team members can have different schedules for different days of the week.

Appointment Settings

Access appointment settings from Settings > Appointment Settings to configure:

General Settings

• First Day of Week: Configure whether the week starts on Sunday or Monday
• Opening Hours: Set your organization’s operating hours for each day

Appointment Statuses

Manage the list of appointment statuses:

• Add new custom statuses
• Edit status names and colors
• Reorder statuses
• Deactivate statuses (system statuses cannot be deleted)

Cancellation Reasons

Configure reasons for appointment cancellations:

• Add custom cancellation reasons
• Edit existing reasons
• Reorder the list
• Deactivate reasons no longer needed

Block Time Types

Manage block time categories:

• Add new block time types with custom colors
• Edit existing types
• Set colors for visual identification
• Deactivate unused types

Closing Periods

Define periods when your business is closed:

• Holiday closures
• Maintenance periods
• Special events
• Set start and end dates
• Add descriptions for each closure

Visual Indicators

The calendar uses visual cues to help you understand the schedule:

Visual	Meaning
Colored appointment blocks	Appointments with status-based colors
Diagonal stripes	Non-working hours (outside shifts or closed)
Block time markers	Blocked periods with type-specific colors
Time off badges	Team member time off indicators
Today highlight	Current date is highlighted

Best Practices

1. Set up shifts first: Configure team member shifts before scheduling appointments
2. Use block time types: Create meaningful categories for blocked time
3. Configure statuses: Set up statuses that match your workflow
4. Regular maintenance: Review and update cancellation reasons periodically
5. Use notes: Add relevant notes to appointments for context