Appointments
Create an appointment in the dashboard
Book an appointment for a customer or walk-in in four steps, from customer to service and time to confirmation, and what happens on conflicts and warnings.
In the dashboard
- Menu
- Appointments → New appointment
- Who
- Managers with permission “Create and edit appointments, and after a confirmation also across buffer, break and working hours”. Works in every plan.
Use New appointment to book an appointment for someone who calls, is at the counter, or sends you a message. The appointment is confirmed immediately; there is no request and no approval required.
How to Create an Appointment
- In the menu, open Appointments → New appointment. You can also get here from the calendar by tapping on an available time slot; the day, time, and staff member will already be filled in.
- At the top, it says “Step 1 of 4.” The four steps are labeled Client, Service, Time & staff, and Confirmation. Tap Next to move forward and Back to go back; your selections will be saved.
- In the last step, tap Create appointment. The message “Appointment created successfully” appears, and you'll be taken to the calendar on the day of the new appointment.
Step 1: Customer
The Search customer field accepts a name, email address, or phone number and searches for entries of 3 characters or more. Tap on a match, and the wizard jumps directly to the services. “Already here today” lists customers who have an appointment today; “in progress” highlights the one currently being served.
If the person doesn't have an entry yet, you have two options:
| Option | When | What is saved |
|---|---|---|
| Create new customer | You want to keep the person in the system permanently, with contact information and consent | A customer entry with first name, last name, email, phone number, and checkmarks for contact and reminders |
| Book as walk-in | Someone shows up spontaneously and doesn't want an account | Just a name for this appointment: “The name goes on this appointment only.” No account, no email, no history |
For walk-in customers, type their first and last name into the search field (“Search a name — or type a walk-in”) or select Book a walk-in. This option only appears if your location allows walk-in customers. You can enable or disable it under Settings → Appointments & booking → Booking rules in block “Walk-in customers”. If it's disabled, every appointment requires a customer entry.
If you don't have the “View Customer Data” permission, “Customer search not available” will appear there. In that case, ask your location manager.
Step 2: Service
Search using Search service... or tap a service in the list. You need at least one; under “Your selection”, you can see what's already included. Multiple services can be added to a single appointment; in the next step, each will be assigned its own time slot and staff member.
- If the price of a service depends on certain factors, “Pick a step” appears, and you select a level or variant.
- Services that can only be booked in person are marked with “Bookable on site only”.
- Services that require a consultation first are marked with Book a consultation.
Step 3: Time & Staff
The indicator is “Configure staff and time for every service”. For each service, you select:
- Who serves this appointment? The default is Any: The system assigns the appointment to whoever is available at the selected time. Use “Change staff” to specify a specific person.
- Change time: Day and time from the available slots. Only options permitted by opening hours, working hours, breaks, buffer time, and resources are offered.
At the top, “n of m configured” shows how many services already have a time slot. Next won't work until everything is set.
As soon as you select a time slot, Terminz holds it for you if your location has this feature enabled: “Reserved for you, 4:30 remaining.” If the time expires, it will show “Hold expired”, and you'll need to select a new time. If someone else has taken that time in the meantime, it will show “Time just taken”. If the customer already has another appointment at the same time, it will show “Customer already has an appointment”.
Step 4: Confirmation
Here, you verify the customer, services, Total duration, and Total price. The price is the one listed for the service at the time of booking, including current promotions and combo prices. It is recorded with the appointment and charged exactly as shown at checkout later.
| Field | What you can enter or select |
|---|---|
| Discount | Either enter Enter discount code and Apply, or select an existing discount via “Select a discount”. If successful, it will display “You save €5.00.” An incorrect code displays “Invalid discount code”; use Remove discount to remove it. |
| Notes (optional) | Free text for the appointment, visible internally. |
The appointment is automatically assigned the status “Confirmed” and the source “Dashboard”. You cannot select either of these here. A walk-in customer never receives an email because there is no email address on file.
Warning Regarding Walk-In Customers
If your location requires an email address or phone number for bookings, a walk-in customer cannot provide them. Instead of blocking the booking, the wizard displays “No email for walk-ins”, “No phone number for walk-ins”, or “No contact details for walk-ins”. You can still book; afterward, the message will show “Booked without an email”. If you want the contact information, select Create new customer instead.
Booking Across a Rule
If the selected time falls within the buffer of another appointment, during a break, outside a staff member's working hours, or outside business hours, Terminz prompts you: “Book over the rule?” The text reads: “Only your team can book this time, and only after confirming. Customers are never offered it.” Use Book anyway to override the rule for this specific appointment. The appointment will then be marked in the calendar as “Booked over buffer,” “Booked over break,” and so on. Only the permission listed at the top of this page allows this.
A true conflict cannot be overridden: The same person or resource cannot be booked twice, and a staff member's day off remains blocked.
If Something Goes Wrong
| Message | What it means | What to do |
|---|---|---|
| Schedule conflict | The staff member is already booked at the selected time | Go back to Time & Staff members, select a different time or person |
| Outside business hours | The location is closed at that time | Select a different time, or confirm with “Book anyway” if you're authorized to do so |
| Resource unavailable | A required room or device is booked | Select a different time |
| Price Changed | The price has changed since you selected it, for example, because a promotion ended | Check the total price and tap Create appointment again |
| Incomplete Data | Customer or service is missing | Go back and add the missing information |
| Incomplete Service Configuration | A service does not yet have a time or a staff member assigned | Go back to Time & Staff member |
Frequently Asked Questions
Can I change the status or origin when creating an appointment? No. Every appointment created through this wizard is “Confirmed” with origin “Dashboard”. You can change the status later within the appointment itself.
Can I create an appointment without a customer? No. You must enter either a customer record or a walk-in customer with a first and last name.
How do I create a recurring appointment? To do this, select Recurring appointments from the Appointments menu.
Where can I reschedule or cancel an appointment later? In the calendar under Appointments → Calendar: Tap the appointment, and the appointment details screen will open.