Appointment Scheduling Mastery

Master appointment scheduling, calendar sync, and automated reminders. Keep your schedule organized and reduce no-shows with these proven techniques.

Step 1: Create Your First Appointment

1. Click Appointments in the sidebar
2. Click the "New Appointment" button
3. Fill in the details: Client, Date, Time, Duration, Title, Location, Notes
4. Click "Create Appointment"

Step 2: Understanding Appointment Statuses

Scheduled Blue

• Appointment is confirmed and upcoming
• Client has been notified
• Reminders will be sent automatically

Confirmed Green

• Client has confirmed they're attending
• Lower risk of no-show
• Moves automatically after reminder confirmation

Completed Gray

• Appointment has happened
• Can add session notes and mark payment
• Archived in history

No-Show Red

• Client didn't attend
• Track no-show patterns
• Optional no-show fee can be added

Step 3: Calendar Views

• Day View: See hourly breakdown of one day, perfect for detailed planning
• Week View: Overview of the current week, drag appointments to reschedule
• Month View: Big picture of your schedule, identify busy and slow periods
• List View: Chronological list, sortable and filterable

Step 4: Appointment Reminders

1. Go to Settings → Appointments
2. Enable "Automatic Reminders"
3. Configure schedule: 24 hours before, 1 hour before, or custom
4. Choose method: WhatsApp (95%+ open rate), Email, or Both (PRO)
5. Customize message templates
6. Save settings

Step 5: Calendar Integration

Google Calendar Sync

1. Go to Settings → Integrations
2. Click "Connect Google Calendar"
3. Sign in with your Google account
4. Select which calendar to sync
5. Choose sync direction: Two-way or One-way
6. Click "Enable Sync"

Step 6: Recurring Appointments

Set up weekly or monthly recurring sessions:

1. Create a new appointment
2. Enable "Recurring Appointment"
3. Choose pattern: Daily, Weekly, Monthly, or Custom
4. Set how often it repeats and when it ends
5. Click "Create Series"

Example: Sessions every Tuesday and Thursday at 6 PM for 3 months:

Pattern: Weekly
Repeats every: 1 week
On days: Tuesday, Thursday
Time: 6:00 PM
Duration: 1 hour
Ends: After 24 occurrences

Step 7: Managing Conflicts

• Automatic Detection: System warns when creating overlapping appointments
• Buffer Time: Set 15-60 minutes between appointments for cleanup or travel

Step 8: Appointment Links (PRO)

Let clients book their own appointments:

1. Go to Appointments → Booking Settings
2. Enable "Public Booking"
3. Set availability (working hours, days off, blackout dates)
4. Share your booking link on website, email signature, social media

Best Practices

1. Confirm All Appointments - Send manual confirmation for first-time clients
2. Block Personal Time - Mark vacations, breaks, and admin time
3. Set Clear Expectations - Include location and preparation instructions
4. Track No-Shows - Document patterns and address recurring issues
5. Use Color Coding - Different colors for different service types

Next Steps

• Reduce no-shows by 90% - With automatic reminders
• Save 10 hours/week - With calendar sync and automation
• Improve client satisfaction - With professional confirmation emails

Your schedule is now running like clockwork!

Read time: ~10 minutes | Difficulty: Beginner