Booking calendar & appointments

The Booking calendar is your day-to-day scheduling view — add client bookings, block private time for practitioners, send SMS reminders and review full appointment details.

Where are my bookings? Every booking and appointment in your clinic is in Booking System → Booking. Schedule only holds practitioner working hours.

✅ What you can do

• View bookings in calendar or list view
• Filter by practitioner or service
• Add client bookings and practitioner private time
• Repeat private time daily, weekly or on a custom pattern
• Send SMS directly from the booking calendar
• View booking details and add notes
• Search every booking in the clinic by client, service or practitioner

📅 Booking calendar

1. Click Booking System → Booking — opens the Booking Calendar. All its controls sit in one toolbar across the top.
2. Use Today and the arrows beside it to move between dates.
3. (optional) Click the practitioner avatars to choose whose bookings are shown. Tick practitioners in the list, or use Select All.

• If nobody is selected the calendar stays empty. Click Show all practitioners to bring everyone back.

4. (optional) Open the view dropdown to switch between Daily, Weekly and Monthly.

• Global Religion Holidays and Country Holidays are visible in the calendar.

5. (optional) Use the Calendar / List toggle next to the view dropdown to switch to the list view.

• Edit or Cancel bookings using the Edit and Delete icons from the list.

6. (optional) Click the Filter icon to filter bookings by service.

7. (optional) Click the Calendar settings (cog) icon to adjust the view:

• Interval sets the length of each time slot (1 hour by default). Choose from the list, or enter a custom number of minutes and click Add.
• Zoom makes the week view larger or smaller. Reset returns it to the default size.
• Schedule view sets the start and end time the calendar shows. It applies to both the booking and schedule calendars.

🔍 Search bookings

1. Click Booking System → Booking.
2. Click the Search (magnifier) icon in the calendar header — opens the Search bookings panel on the right.

• On a phone or a small screen the magnifier sits behind the Calendar settings (⋮) icon.

3. Type at least two characters. The bookings already on screen are matched first, then the search widens to every booking in the clinic.
4. Click a result — the panel closes, the calendar jumps to that booking's day and highlights the appointment.
5. (optional) Use the page numbers at the bottom of the panel to move through the results.
6. (optional) Click the ✕ inside the field to clear the term, or the ✕ in the top corner to close the panel.

➕ Add a booking

1. Click Booking System → Booking.
2. Click the +Add button in the top-right corner — opens the Add New Booking pop-up.
3. Click the Book Client tab.
4. Select the Service (single or group service).
5. Select the Practitioner.
6. Select the Date, Start Time and End Time.
7. Select the Client from the dropdown.
8. (optional) Enter a Special Request.
9. (optional) Tick checkboxes to send reminders:

• Send SMS to Client, Send SMS to Practitioner, Send Email to Client

10. Click Submit. Click Cancel to discard.

⏸️ Add private time

1. Click +Add → click the Private time tab.
2. Select the Practitioner.
3. Choose the Date and the Color to show on the calendar.
4. Select the Type:

• Non-blocking, visible but does not block bookings
• Blocks Bookings, blocks the time from being booked

5. (optional) Turn on All Day to take the whole day.
6. Set Start Time and End Time.
7. (optional) Choose how it repeats under Repeat. See the next section.
8. (optional) Add a Title and a Description.
9. Click Submit.

🔁 Repeat private time

1. Open the Repeat field in the private time form. It starts on Does not repeat.
2. Pick Daily, Weekly on the weekday of your chosen date, or Every weekday (Mon–Fri).
3. (optional) Choose Custom… to repeat every few days, weeks or months, select the weekdays, and set when it Ends: Never, On a date, or After a number of occurrences.
4. Click Submit. Every occurrence in the series is created at once.

❌ Cancel or update private time

1. Click on any private time block in the booking calendar.
2. Update date, time, colour, title or description as needed.
3. Click Cancel Private Time to remove it.
4. Click Submit to save changes.
5. If the block repeats, a banner at the top of the form says so, and saving or removing it asks which occurrences to apply the change to: This event, This and following events, or All events.

💬 Send SMS from the booking calendar

1. Click the SMS icon on any booked booking in the calendar.
2. Select Date and Practitioner.
3. (optional) Remove clients you don't want to message.
4. (optional) Select a Template and enter SMS Text.
5. Click Submit.

🔍 View booking details

1. Click on any booking in the calendar or list view — opens the Booking Details page.

• The page has three sections: Booking Details, Client Details and Notes.

Booking Details — you can:

• Edit the booking, Cancel it, mark as No Show
• Send Booking email to client
• Pay for the booking service
• Join or Cancel a Video Call

Client Details — shows client email, address, phone, booking date, special requests and questionnaire/LOC status.

📝 Add a note to a booking

From the Booking Details page

1. Open a booking → go to the Notes section.
2. Click +Add — opens the Add Note pop-up.
3. Enter the note in the Details field.
4. Click Add. Edit or delete notes using the Edit and Delete icons.

Directly from the booking calendar

1. Click the Note icon on any booking in the calendar.
2. Enter the note in the Details field and click Add.

• An N icon appears on the booking after adding a note.

Updated on: 15/10/2026