Use the calendar: book, move and block time

In the left menu, click “Calendar”. You see your team side by side: one column per person, with the time down the left. A line marks the current time.

At the top:

• “Today” (1) jumps back to today; the arrows either side go to the day before or after.
• “All staff” (2) is a menu — pick one person to see only their column.
• “Day”, “Week” and “List” (3) switch how the calendar is shown (more in the last step).

Next to the date you see how many bookings the day has and what they add up to.

Click “New appointment” (1) at the right of the toolbar.

Shortcut: click an empty spot in someone’s column. The form opens with that person and that time already filled in.

In “Client” (1), type part of a name, email or phone number, then click the right person in the list below.

Someone new? Click “+ New client” (2) and fill in First name, Last name, Mobile and Email. Changed your mind? Click “Pick an existing client instead”.

Once a client is picked, you’ll see their name with a “Change” button in case you chose the wrong one.

• “Staff” (1): the team member doing the service — or “Anyone available”, and we book the first person free who does it (the least busy one first).
• “Service” (2): what they’re booking. If the service has options (for example short or long hair), pick one under “Option”, and tick any “Add-ons”. Booking more than one thing? Click “+ Add another service” — up to 4 services, one after another with the same person.
• “Date”, then “Time” (3): the times listed are when that person works. The front desk, admins and owners can also choose “Other time…” and type any time.
• “Team note (optional)”: anything your team should know. The client never sees it.
• “Repeat”: leave “Doesn’t repeat”, or choose “Every week”, “Every 2 weeks” and so on, then how many “Appointments” in total (up to 12).

The grey line at the bottom shows the length, end time and price — and says so if a consent form will be sent. If the time is blocked, busy in their own calendar, in someone’s clean-up time or outside their hours, a “Heads up” box says so — you can still book it. Check it, then click “Book appointment”.

Click any booking in the calendar. A panel opens on the right with the client (visits, lifetime spend, phone, email, notes), who it’s with, how long it is, the price and how it was booked.

The buttons at the bottom:

• “Check in” (1) when the client arrives — on the day of the appointment (before that it says “Check in opens on the day”). Unconfirmed appointments show “Confirm” here instead. Checked in by mistake? “Undo check-in”.
• “Checkout” to finish the visit and record what they paid (see “Record payment at checkout”) — from the appointment’s day on, never ahead of it.
• “Move” (2) to change the time or person.
• “No-show” if they never came — it appears once the appointment time has come. Came after all? Open it and click “Undo no-show”.
• “Cancel appointment” (3) — you’ll be asked “Cancel this appointment?” Add a “Reason (optional)” (only your team sees it). “Let the client know” is ticked, so they get a cancellation email (or a text, where your business texts) — untick it to cancel quietly. Click “Yes, cancel” or “Keep appointment”.

With a mouse, drag the booking to a new time — or into another person’s column (Day) or another day (Week) — and let go. Or open the booking and click “Move”.

Either way, the “Move appointment” window opens (“Move visit” when the client booked several services — they all move together). Check or change “Date” (1), “Time” (2) — any time of day — and “With” — it lists only people who do the service. The line underneath shows the new time, and a “Heads up” box says if it’s outside their hours, blocked or busy in their own calendar (you can still move it). For a repeating appointment, choose “Only this one” or “This and the following”. “Let the client know” is ticked, so they get the new time by email (or text) — untick it to move it quietly; the button then just says “Move”. Click “Move & tell the client” (3).

Click “Block time” in the toolbar.

• “Who” (1): the team member.
• “Date”, or tick “All day” for a day off.
• “From” (2) and “To”: the start and end.
• “End date”: the last day, when it runs over several days (a holiday).
• “Repeat”: for a break that comes back — “Every day”, “Every weekday (Mon–Fri)”, “Every week” or “Every 2 weeks” — then “Until” the last date.
• “Reason (optional)”: for example Lunch or Training.

Click “Block time” (3). The time shows as a striped block, and online booking won’t offer it. Bookings already in that time stay as they are.

• “Day” shows everyone side by side — best for the front desk.
• “Week” shows seven days at once; the arrows then move a week at a time. Click a day’s heading to open that day.
• “List” shows the day’s bookings as a simple list you can scroll — handy on a phone.

In every view, click a booking to open it.