Managing appointments day to day
Confirming, completing, no-shows, rescheduling, internal notes, and what clients see.
Your appointments dashboard is where you run your daily schedule. Here is how each action works.
Appointment statuses and when to use them:
Pending: New booking just arrived. Review it and either confirm or take action.
Confirmed: You have accepted the booking. The client gets a confirmation email if they haven't already.
Completed: Mark this after the appointment happens. Triggers the review request email 2 hours later.
No Show: Client did not arrive. Marking no-show keeps your completion rate accurate and tracks patterns. The slot is freed up but the booking stays in your records.
Cancelled: Either you or the client cancelled. Clients get a cancellation email with a "Book again" link.
How to change a status: In list view, click the appointment to open it. Use the action buttons (Confirm, Complete, No Show, Cancel) at the bottom of the panel. Each requires a confirmation tap to prevent accidents.
Proposing a reschedule: Instead of cancelling, you can suggest a new time: 1. Open the appointment 2. Click "Propose New Time" 3. Pick a new date and time 4. Add an optional note ("I have an opening Thursday at 3 PM if that works?") 5. Send (the client gets an email to accept or decline)
If they accept, the booking moves to the new time. If they decline or ignore it, the original time stands.
Internal notes: Add private notes that only you and your staff can see, not visible to clients. Good for: "sensitive scalp," "prefers no small talk," "owes balance from last visit."
What clients see at each status: - Pending: "Your appointment is pending confirmation" - Confirmed: "Your appointment is confirmed" with a direct cancel link - Completed: Review request email 2 hours after end time - Cancelled: Cancellation email with "Book again" link - No Show: No email