You can create appointments in two ways: manually from the calendar or let clients book online through your booking page.
To create an appointment manually:
Go to Calendar in your admin dashboard
Click on a time slot in the calendar
Choose "Appointment" from the modal
Fill in the appointment form:
Client First Name (required) - Text field
Client Last Name (required) - Text field
Client Email (required) - Email field
Select Services - Multi-select dropdown (you can choose multiple services)
Repeat Appointment - Dropdown with options: No repeat, Daily, or Weekly
Notes - Multiline text field for internal notes (optional)
Click "Create an Appointment"
Clients can book appointments directly through your public booking page without any staff intervention.
How client booking works:
Client visits your booking page (your unique URL from the admin dashboard)
Selects a service
Chooses a specialist (if applicable)
Picks an available time slot
Fills in their contact information
Completes custom intake form (if configured)
Pays prepayment if required (via Stripe)
Receives confirmation email
The calendar offers multiple views to help you manage your schedule effectively.
See all appointments across the entire month. Best for high-level planning and identifying busy periods.
See a full week at a glance with detailed time slots. Ideal for day-to-day scheduling and spotting gaps.
Zoom into a single day for detailed appointment management. Ideal for busy days with many appointments.
Filter the calendar by specialist to see only their appointments. Essential for teams with multiple providers.
Click on any appointment in the calendar to see full details:
Information displayed:
Appointment Status - Badge showing: Prepaid, Payment Pending, Prepaid & Confirmed, Notified & Confirmed, Confirmed, or Not confirmed by client
Service(s) - List of all services in the appointment
Client Name - First and last name
Email - Client's email address
Notes - Any internal notes added (if present)
Custom Fields - Responses to intake form questions (if configured)
To cancel an appointment:
Click on the appointment in the calendar
Click "Delete" or "Cancel"
If it's a recurring appointment, choose whether to cancel just this instance or all future occurrences
Confirm cancellation
⚠️ Note About Prepaid Appointments:
Canceling an appointment does not automatically refund prepayments. If the client paid when booking, you'll need to issue refunds manually through your Stripe account (the same account you connected when you enabled prepayments in the Payments tab).
Create repeating appointments for clients who need regular sessions (e.g., weekly therapy, monthly checkups).
When creating an appointment, use the "Repeat Appointment" dropdown:
Available Repeat Options:
No repeat - Single appointment (default)
Daily - Repeats every day at the same time
Weekly - Repeats every week on the same day and time
Block specific time slots when you're unavailable for appointments (e.g., lunch breaks, meetings, personal time).
To block time:
Go to Calendar
Click on the time slot you want to block
Select "Reserve Time" from the modal
Fill in the form:
Name for your time off event - Text field (e.g., "Lunch Break", "Team Meeting")
Repeated Event - Required dropdown: No Repeat, Daily, or Weekly
Click "Create"
Repeat Options:
No Repeat - Blocks only the selected time slot
Daily - Blocks the same time slot every day
Weekly - Blocks the same time slot every week on the same day
Block entire days or multiple consecutive days when you're completely unavailable (e.g., vacations, holidays, training).
To reserve full day(s):
Go to Calendar
In Month View, click and drag across one or more full days
A "Book Full Day" modal will appear showing the selected date range
Verify the dates and specialist
Click "Confirm Booking"
How to select multiple days:
Click on the first day and drag to the last day you want to block. The system will automatically detect if you're selecting one day or a range of days.
When clients book through your public booking page, they go through a simple step-by-step process:
Select Service - Choose from your available services
Choose Specialist - Select a specific provider (if you have multiple)
Pick Time Slot - See only available times based on your business hours
Enter Information - Provide name, email, phone, and answer custom intake questions
Payment - Complete prepayment if required (via Stripe)
Confirmation - Receive email confirmation with appointment details
Each appointment has a status badge that shows its current state:
Prepaid
Client has paid the required prepayment amount
Payment Pending
Prepayment is required but not yet completed
Prepaid & Confirmed
Client has paid and confirmed attendance
Notified & Confirmed
Client received reminder and confirmed attendance
Confirmed
Client has confirmed they will attend
Not confirmed by client
Appointment created but client hasn't confirmed yet
For each appointment, the system stores:
Basic Information
Client name, email, phone, service(s), specialist, date/time, duration
Custom Field Responses
Answers to any intake form questions you've configured (e.g., health history, preferences, special requests)
Internal Notes
Staff-only notes that clients don't see (only available when manually creating appointments)
Payment Status
Whether prepayment was required, amount paid, payment method