Calendar & Appointments

The Calendar

The Calendar is your day at a glance. Across the top:

Switch the calendar columns between staff (one column per person) and resources (one per court, room or chair). Bookings without a person or resource sit in Unassigned. Click New appointment to book someone in, for example a phone booking.

Appointment statuses

Payment has its own status: Unpaid, Deposit paid, Paid, Refunded or Waived. Customers pay at the venue for now; there is no online payment for bookings yet, so you record payments on the appointment.

Working an appointment

Click any appointment to open its details. From there you can:

• Approve a pending request, Check in an arrival, mark it Complete or a No-show.
• Reschedule to a new time. Tick Ignore availability to override your normal hours for a one-off.
• Cancel with a reason. If customer email is switched on, the reason is sent to them, for example “Doctor unavailable, please rebook”.
• Email customer or Call, and open their Customer record.
• Record Payment and the method (cash, card…), and assign or change the Staff member.
• Read the customer's Intake answers and note, add staff-only notes, and see the History of every change.

Marked something by mistake? A cancelled or no-show appointment can be reinstated as confirmed, or marked as actually completed. Delete removes an appointment for good; cancel instead if you want to keep the record.

The Appointments list

Bookings › Appointments is the searchable list. Search by name, email, phone or booking reference, filter by status, staff and service, and switch between Upcoming, Today, Next 7 days, Past and All. Quick buttons (Approve, Check in, Complete) sit on each row. Export CSV downloads the list for your records.

Waitlist

If Waitlist on full days is on in Booking Settings, customers can join a waitlist when a day is fully booked. The Waitlist view in Appointments shows who is waiting for a slot, so you can offer it when there's a cancellation.

My Schedule (for staff)

Staff who take bookings see My Schedule in their sidebar. It lists only their own appointments, and they can mark each one Completed or a No-show as they work through the day, without seeing the rest of the business.

What customers can do

1. Book on your website

   Customers pick a service, see the free times, answer your intake questions and book, from the Appointment Booking section on your site.

2. Get confirmation and reminders

   By email, on the schedule you choose in Booking Settings.

3. Cancel or reschedule themselves

   From the manage link in their confirmation email, if you allow it, up to the notice period you set.

AI assistants and integrations

• Claude, ChatGPT and other MCP clients can check availability, list, book, update and cancel appointments, and manage services and booking settings for you, with the bookings:read and bookings:write permissions. Changes ask for confirmation first. See Claude & ChatGPT.
• REST API: with an API key holding bookings:read / bookings:write (Settings › API & Webhooks), read services and free slots, list appointments, and book, reschedule, confirm or cancel them under /api/v1/bookings. API bookings go through the same availability checks as the widget and send the usual emails.
• Webhooks: bookings/create, bookings/updated and bookings/cancelled fire for bookings made anywhere: widget, dashboard, AI or API. There is no built-in Google Calendar or Outlook sync, but these make one straightforward to build. See the REST API documentation.
• Installation: the booking widget, the dashboard pages, AI tools and the API all need the Appointments & Bookings extension installed. Customers can still open and cancel a booking they already made from their manage link after an uninstall.