# Appointments

> Schedule client services across locations, team members, shifts, resources, bundles, and sales.

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](https://workstation.repzo.com/docs/engagement/calendar) for ordinary CRM scheduling and external calendar sync.

## Before scheduling

For a new workspace, configure appointments in this order:

1. Create active **Locations** in Settings.
2. Build the **Service Menu**, Service Categories, and any service bundles.
3. Configure team **Shifts** for each location.
4. Add rooms, chairs, equipment, or other **Resources** used by services.
5. Review appointment statuses, cancellation reasons, block-time types, business hours, and closing periods.
6. Configure [Online Booking](https://workstation.repzo.com/docs/engagement/online-booking) if clients will self-book.
7. Configure **Memberships** if clients can buy or redeem memberships and packages during [Checkout](https://workstation.repzo.com/docs/engagement/appointment-checkout).

These options are grouped under **Settings → Appointments**: **Shifts**, **Configuration**, **Session Note Templates**, **Online booking**, **Memberships**, **Service Menu**, **Service Categories**, **Products**, and **Inventory**.

## The appointment calendar

Open **Appointments** from the Operations section of the sidebar.

### Views

| 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 select the date in the toolbar (**Jump to date**) to pick any date. The selected date, view, location, and visible columns are kept in the URL so the calendar can reopen in the same context.

The toolbar also links to the appointment settings and to [Online Booking](https://workstation.repzo.com/docs/engagement/online-booking).

### Locations and columns

Choose a location before scheduling. The column selector offers:

- **All team and resources**
- **All team members**, or selected team members
- **All resources**, or selected resources

**All team members** shows people who have a shift or an appointment in the visible range. Columns fit the screen; when there are more than fit, use the arrows at the edge of the header to page through them.

Select a column header for quick actions. A team member's menu can switch to their day, week, or month view, add an appointment, blocked time, or time off, edit their shift, or open their profile. A resource's menu can add an appointment or edit the resource.

Resource columns use the resource's configured icon and color. Selecting a time in a resource lane starts a normal appointment and shows the services **Suitable for** that resource first.

### Calendar availability

The Day view combines:

- Business hours, location hours, and 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.

Overlapping appointments are shown side by side. Appointments booked online show a globe icon.

In Day view, drag an appointment to a new time or team-member lane, or resize it. Completed appointments cannot be moved or resized. To move an appointment to another date, use [Reschedule](#rescheduling).

## Creating an appointment

The **Add** menu offers **New Appointment**, **New sale**, **Blocked Time**, and **Time Off**. Use **Add → New Appointment**, or select an empty calendar slot and choose **Add appointment**.

1. Choose a client, or leave the appointment as a walk-in.
2. Select one or more services or bundles from the Service Menu.
3. Confirm the team member for each service.
4. Review the date, start time, duration, price, and currency.
5. Review availability and resource warnings.
6. 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

Open an appointment to:

- Add a service or bundle
- Edit a service's price, discount, duration, start time, or team member
- Remove a service
- Reuse services from one of the client's recent appointments
- Review service-specific availability warnings

The **Discount** option on a service offers **No discount**, 5% steps up to 100%, or a **Custom** percentage. The service then shows the discounted price with the original price crossed out.

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. If you later change which resources a service needs, its upcoming appointments are re-reserved automatically.

## Service bundles

A bundle sells several services together at one price, such as “Cut, colour and blow-dry.” When booked, a bundle becomes ordinary service lines, one per service, booked one after another, with the bundle price split across them.

Create a bundle from **Settings → Appointments → Service Menu → Add → Bundle**. Bundles are listed on the **Bundles** tab. A bundle has:

- **Bundle name**, **Category**, and description
- at least two services, **Booked in sequence**
- a **Price type**: **Service pricing**, **Custom pricing**, **Percentage discount**, or **Free**
- **Allow clients to book this bundle online**, to offer it through [Online Booking](https://workstation.repzo.com/docs/engagement/online-booking)

When adding services to an appointment, bundles appear in a **Bundles** group at the top of the picker. A booked bundle shows as a group in the appointment panel. Its services are locked except for the team member, and it can only be removed as a whole with **Remove bundle**. Bundle services can't be discounted individually.

## Rescheduling

Open an appointment and choose **Quick actions → Reschedule**. The panel closes and a **Select a time to book** banner appears over the calendar. Navigate to any date and select the new slot; in Week, 3 day, or Month view, selecting a day opens Day view first.

A **Reschedule appointment?** dialog checks availability and lists any warnings. Select **Reschedule** to confirm. The team member and resource reservations move with the appointment. Select ✕ on the banner to stop rescheduling.

Completed appointments can't be rescheduled.

## 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 status menu in the appointment panel. **Quick actions** also offers **Reschedule**, **No-show**, and **Cancel**. Canceling opens the cancellation flow so you can select a configured reason and add notes. Cancellation time and user are recorded. Completed appointments show a fixed status.

The appointment card uses the status color and also indicates whether an associated sale is paid, partially paid, or unpaid.

## Client and appointment details

The appointment panel provides:

- Client summary and an **Actions** menu to send a message, call the client, create a CRM note, add or edit a staff alert, or remove the client
- Recently booked services that can be reused
- Memberships available to the client
- Services and their assigned professionals
- Rich-text appointment notes, which stay editable after checkout
- Status and cancellation actions
- Checkout, or the sale record and outstanding balance

Select **View profile** to open the client profile without leaving the calendar. It has **Overview**, **Appointments**, **Clinical history** (with permission), **Sales**, **Items**, **Notes**, and **Client details** sections, plus **Book now** and **Open full profile**.

A Contact or Account record can also show its related Appointments.

## Session notes

Clinics and practitioners can keep signed session notes for each visit. Open an appointment and select **Session notes & history**, or use **Notes to finish** in the calendar toolbar to see your drafts and completed appointments that still need a note.

Start a note from **General session**, **SOAP**, **Therapy follow-up**, or a clinic template. A note links to the appointment service and can include attachments. Select **Sign & lock** to finish a note; after that, add a signed amendment instead of editing it. A note recorded by mistake can be marked **Entered in error**.

All of a client's notes appear in **Clinical history** on the client profile and the Contact record. Manage clinic templates in **Settings → Appointments → Session Note Templates**. Session notes have their own view, create, update, delete, and manage-templates permissions.

## Team notifications

Team members are notified when an appointment assigned to them is created, rescheduled, or cancelled. Each person controls these alerts in their own notification settings. See [Notifications](https://workstation.repzo.com/docs/administration/notifications).

## 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

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

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

Open **Settings → Appointments → Configuration**.

| Tab | What it controls |
|---|---|
| General | First day of the week and **Business 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 |

Business hours are the default for every location. In a location's settings, choose **Use business hours** or **Custom hours**. Business hours also decide when chat shows as after-hours and when the website chat widget and AI inbox agents treat the business as open.

### Resources

A resource has a **Resource name**, **Resource type** (choose one or create a new type), description, **Capacity limit**, **Calendar color**, and active state. It can be **Always available**, or use **Limit resource availability** to set weekly hours and optional start and 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 with **Required resources** on the service form, or select several services in the Service Menu and use **Assign** to set their locations, team members, and required resources together.

## Online booking, checkout, and reviews

- [Online Booking](https://workstation.repzo.com/docs/engagement/online-booking) lets clients choose services, professionals, and available times through shareable links.
- [Appointment Checkout](https://workstation.repzo.com/docs/engagement/appointment-checkout) converts services and products into a sale, invoice, payments, tips, discounts, loyalty, gift cards, and memberships.
- [Reviews](https://workstation.repzo.com/docs/engagement/reviews) collects post-checkout ratings and lets the team reply or moderate them.

## Related documentation

- [Online Booking](https://workstation.repzo.com/docs/engagement/online-booking)
- [Appointment Checkout](https://workstation.repzo.com/docs/engagement/appointment-checkout)
- [Reviews](https://workstation.repzo.com/docs/engagement/reviews)
- [Activity Calendar](https://workstation.repzo.com/docs/engagement/calendar)
- [Contacts](https://workstation.repzo.com/docs/sales/contacts)
- [Invoices](https://workstation.repzo.com/docs/commerce/invoices)
- [Notifications](https://workstation.repzo.com/docs/administration/notifications)
- [Settings](https://workstation.repzo.com/docs/administration/settings)