- Help center
- Knowledge base
- Calendar and schedule
Update appointments
Update appointments
In this guide, you’ll learn how to update details within an appointment, including client information, service details and the appointment status.
Remove or replace clients in an appointment
- Open an appointment.
- From the left panel of the appointment view, click on Actions under the client's profile.
- Select Remove client to remove them from the appointment.
- To assign another client to the appointment, click Add client in the left panel.
- Click on the Save button to update the appointment.
Clients can only be removed or replaced on appointments that were booked in the calendar by your team, or do not have a payment policy accepted by the client.
Customize services in an appointment
-
Open an appointment.
-
From the appointment view, click on a service to open the edit service view.
-
Update the relevant details, including:
- Service type
- Price and discount
- Start time and duration
- Team member booked
- Resources booked
- Advanced options like extra time
-
Click on the Apply button at the bottom of the appointment view to update the service details.
-
Click on the Save button to update the appointment.
Remove services from an appointment
- Open an appointment.
- From the appointment view, click on the service you want to remove to open the details.
- Click the Trash icon at the bottom of the service details view.
- Click Continue in the confirmation pop-up.
- Click on the Save button to update the appointment.
Add and update notes in an appointment
-
Open an appointment.
-
Click on Actions (three dots) at the bottom left of the appointment view.
-
Select Add note to open the note editor.
-
Enter any details or instructions in the text box and select the Save button.
-
Click on the Save button to update the appointment.
To edit or delete a note, click Actions (three dots) at the bottom of the appointment view and select Edit note.
Update appointment statuses
Updating appointment statuses helps you track bookings at a glance and triggers appointment notifications for your clients.
-
Open an appointment.
-
Click on the current Status in the top right of the appointment view.
-
Select a new status from the drop-down menu to update the appointment.
Appointment status types
Booked:
This is the default for any new appointment created in the calendar by your team. If a client books online and no payment policy is applied, the appointment will be created in this status.
Confirmed:
This indicates that the client has confirmed their appointment. It may be set by your team or automatically if the client confirms by accepting your payment policy.
Arrived and Started:
These help you track a client's progress during their appointment and can be updated by your team in the calendar.
Completed:
An appointment is marked as Complete when it's checked out through the point of sale. It will always have a sale linked to it, but the payment may still be unpaid or part-paid.
No-show:
This is used when a client doesn't show up for their appointment. You can only apply this after the appointment's start time has passed.
Cancelled:
This is used when a client cancels their appointment. Appointments can only be cancelled if the start time is in the future. Clients may also cancel online, depending on your online booking settings.
You can color-code appointments based on status to make your schedule easier to manage.
FAQs
You can remove a client from an appointment either while creating an appointment or after it has been scheduled. To do this, click Actions under the client’s name in the left panel and select Remove client. The appointment will then be marked as a Walk-in. However, clients who booked online, confirmed their booking with a card, or paid a deposit cannot be removed from the appointment.
You can print a detailed list of your appointments from the Sales section in the main menu on the left. Select Appointments, set the date range using the filters, and click Export. You can then download your data in PDF, Excel, or CSV format for printing. If you only need bookings for a specific date, you can take a screenshot of your calendar in the preferred view and print it.
If an appointment has already been checked out and completed, the client has received the service and made the payment, locking the appointment details from further changes. This means you cannot edit the appointment.
Yes, you can prevent clients from updating or cancelling their own appointments by setting a cancellation and rescheduling deadline in your online booking settings to restrict clients from making changes after a specified time.
To schedule an appointment in your calendar, at least one service will need to be added. For consultations we suggest creating a dedicated “Consultation” service and adding this to appointments when required.
Appointment notes are private and only visible to you and your team. They’re specific to each appointment and cannot be seen by clients.
No, changing an appointment's duration will keep its original price.
Yes, if the appointment was created as a repeat appointment, you can update the entire series in one go. When making any changes to any appointment in the series, you'll be given the option to apply the changes to just that appointment or all future appointments.
Yes, you can. Go to your Appointments list and use the search bar to filter by the client’s name or appointment reference. You can also apply filters to narrow down the date range. Once you’ve found the appointments you need, click the Export button in the top right and choose your preferred format from PDF, CSV, or Excel.