Calendar & bookings

The calendar is where you'll spend most of your day. It shows your appointments laid out by time, with a column for each team member, so you can see who's doing what and where the gaps are.

Reading the calendar

• Each column is a team member; each block is a booking, positioned by its time and coloured by its status.
• There's always an Unassigned column for bookings that don't have a team member yet (for example, a customer who booked "any available"). See Walk-ins & self-pick.
• Move between days with the date controls at the top.

On a phone, the calendar becomes a single scrollable day so it stays readable.

Create a booking

1. Select New booking (the + button).
2. Choose the customer — search for an existing one, or add a new customer on the spot. For someone with no appointment, use Walk-in.
3. Add one or more services. Each service can have its own team member and time, so a customer can move from one person to another during the visit.
4. Confirm the date and time.
5. Save.

The system checks for clashes as you go, so you don't accidentally double-book the same person.

Open, edit or cancel a booking

Select any booking to open its details — customer, services, times, status and payment.

• To make changes, use the edit (pencil) button — you can change services, times, the team member, or notes.
• To call off an appointment, cancel it from the same place.

Payments live in their own flow, not in the edit form. See Payments & deposits.

Booking statuses

Every booking has a status that tracks where it is in the visit. The status colour on the calendar tells you at a glance, and you move it forward yourself as things happen — the system never jumps ahead of you.

The normal flow

A typical appointment moves through these steps in order:

flowchart LR
    A[Pending] -->|Confirm| B[Confirmed]
    B -->|Customer arrives| C[Arrived]
    C -->|Start| D[In progress]
    D -->|Complete| E[Completed]
    B -. Cancel .-> X[Cancelled]
    B -. No show .-> Y[No show]
    C -. Cancel .-> X
    C -. No show .-> Y
    A -. Cancel .-> X

• Pending → the booking exists but isn't confirmed yet.
• Confirmed → it's locked in and expected.
• Arrived → the customer has checked in.
• In progress → the service is underway.
• Completed → all done.

Two things can happen instead of finishing: a booking can be Cancelled (called off) or marked No show (the customer didn't turn up).

What you do at each status

Open a booking and you'll see the actions that make sense for where it is right now:

You'll often mark a customer Arrived when they walk in (or by scanning their QR code), then Complete when they leave.

A few things to know

• Walk-ins skip straight to In progress — the customer's already in the chair, so there's nothing to confirm or wait for.
• Auto-confirm: depending on your booking policy, online bookings can go straight to Confirmed and skip Pending.
• Completed, Cancelled and No show are final — a booking doesn't move on from them. To rebook a cancelled appointment, use Create again, which starts a fresh booking from the old one's details.

Status is separate from money. Marking a booking Completed does not charge anyone — the two are tracked independently. A completed booking might be fully paid, part-paid or unpaid, and you can still take payment or give a refund afterwards. How and when money actually moves is covered next, in Payments & deposits.

Next: Payments & deposits →