Appointments
Using the Calendar and Editing Appointments
Find appointments in the calendar, move them by dragging, change time, staff and service in the details, set the status and block off time.
In the dashboard
- Menu
- Appointments → Calendar
- Who
- Managers with the “Create and edit appointments, and after a confirmation also across buffer, break and working hours” permission. Works with any plan.
The calendar is the starting point for everything related to appointments: viewing, creating, rescheduling, canceling, and closing them. There's a specific process for creating a new appointment; see “Create an appointment in the dashboard”.
View and Navigation
Open Appointments → Calendar in the menu. At the top, select the view: Day, Week, Month, or Agenda. Use the arrows and Pick date to jump to a different day; the weekly view displays “Week” and the week number, and there are also Last week and Next week. At the top of the calendar is “Next up”.
- The filter has two selection fields, All staff and All statuses, and the toggle Show cancelled. The filter only changes what you see; it never alters the data.
- In the daily and weekly views, each person with work hours on that day has a column. An empty column means: No work schedule has been entered for that person. Anyone who doesn't have working hours on that day won't have a column at all.
- If it says “Not all appointments are shown. Please narrow the date range.”, the time period is too long. Select “Day” or “Week.”
- An appointment includes the customer's name, time, and service. You can see the source in the appointment list: Dashboard, Till, Online Booking, Google, Import, or Recurring.
Start a New Appointment
- Tap Create appointment in the top-right corner. You'll be taken to the wizard.
- Or, in the daily or weekly view, tap an available time slot or drag across an available area. The wizard will then open with the day, time, end time, and staff member already entered.
Reschedule an appointment
By dragging: Hold the appointment and drag it to a new time or to another person. A confirmation prompt with “Checking availability …” will appear. If it's correct, it will say “Slot is free”, and you can confirm. Then: “Appointment moved”. The customer notification is preselected. If the appointment is part of a series, only this one will be rescheduled (“Only this occurrence of the series moves.”). You can also use the keyboard: select the appointment, use the arrow keys to move it, press Enter to confirm, or Escape to cancel; “15 minutes earlier” and “15 minutes later” move the appointment in quarter-hour increments.
In the appointment sheet: Tap the appointment. The appointment sheet opens—the same one used throughout Terminz. Use Edit appointment to select what you want to change:
| Row | What happens |
|---|---|
| Change time | You'll see available times for the person and the duration. At the bottom, it shows what the result will be: “Next: Thu., 2:30–3:30 p.m. with …”. |
| Change staff | The list shows, for each person, “free at 2:30 PM,” “booked at 2:30 PM,” or “at 2:30 PM only with confirmation.” If no one else is offering the service, it shows “Nobody else offers this service.” |
| Change service | Search via Search services. Additional options from the old service are no longer available. |
| Note on the appointment | Free-form text about the appointment, such as a request or note. |
| Internal | Note for your team only. |
For time, staff, or service, the Notify customer by email toggle appears and is preselected as long as the customer can be reached by email. A walk-in customer does not have an email address, so the toggle is missing in that case. Save with Move appointment; afterward, it says “Saved. The appointment is now on … at …”.
If a time slot violates a buffer, a break, working hours, or business hours, “Book over the rule?” prompts you. With Move anyway, you can deliberately override this restriction. Vacation days, holidays, blocked periods, and actual overlaps involving the same person or resource cannot be overwritten.
A paid appointment retains its service (“Already paid – the service stays.”). A completed, canceled, or no-show appointment leaves the time, staff, and service unchanged until you revert the status.
Setting the Status
The buttons available in the appointment calendar depend on the current status. The status is displayed at the top as “Current: …”.
| Button | When | Result |
|---|---|---|
| Confirm | The appointment is still open | “The appointment is fixed in the calendar.” |
| Customer is here | Confirmed appointment | “The appointment is running. Afterwards you complete it or check out.” |
| Complete | Currently in progress | “The appointment counts as done.” |
| Check out | Replaces “Complete” if the appointment is canceled | Opens the till for this appointment |
| No-show | Confirmed | Asks “No-show?”. The appointment remains in the history and counts as a no-show. |
| Cancel | Before closing | Asks “Cancel appointment?” and allows a reason to be entered. The time slot becomes available; the appointment remains in the history. |
| Showed up after all | Appointment is marked as “no-show” | Sets it to “completed” |
| Undo cancellation, Undo completion, Undo start | After an error | The appointment goes back one step. A canceled appointment only reoccupies its time slot if it is still available. |
An appointment request from the booking page that is awaiting a response displays Review request instead of the status buttons. You approve (“Approve appointment”) or decline (“Reject appointment”; a reason is required and the customer will see it).
Blocking Times
The Block menu next to the plus button offers: Block staff member, Block service, Block resource, and Close business. For a section of the calendar that's already selected, the lock applies to that time period. Manage business closures takes you to the emergency actions.
Use Block times online to select time slots that no one can book online. You can then assign them further in the calendar itself. Tap the times and apply them with Block; use Release to unblock a reserved time slot. It appears in the calendar as block “Online off”.
Frequently Asked Questions
Why is a column empty? No shift has been entered for that person on that day. This is not a day off, but rather a missing work shift.
Why does a rescheduled appointment still show its original time? Appointments with the “rescheduled” status keep their time slot reserved until you reschedule or cancel them in the appointment review (Today → Requests → Appointments).
Where can I see pending requests? At the top of the calendar, if there are pending requests, with a link to review them.