Discover how to easily update an appointment in your calendar for when you need to make changes.

This guide covers: 

• Getting started
• Adding appointment notes
• Managing appointment forms
• Requesting upfront payments and card confirmation
• Marking an appointment as no-show
• Canceling an appointment
• Viewing appointment activity

Getting started

To utilize the appointment management features, ensure you have access to the calendar and the appointment details you wish to modify.

Adding appointment notes

Notes can be added directly through the appointment and are specific to that particular appointment only. For example, a special request, progress or formulas used that day.

Add appointment notes

1. Open your Calendar.
2. Select an existing appointment where you want to add a note.
3. From the appointment view, click on the three dots and select Add a note.
4. In the pop-up box, add a note about the appointment.
5. Click Save to add the note. The note will be highlighted on the appointment.

Edit appointment notes

1. Open your Calendar.
2. Select an existing appointment where you want to edit or remove a note.
3. From the appointment view, click on the three dots and select Edit note. Alternatively, you can click on the highlighted note within the appointment view.
4. To edit the note, update the note details and click Save.
5. To remove the note, click Delete. 

Managing appointment forms

Add forms to appointments

Forms can be manually added to an appointment or client profile at any time you choose. Once added they'll appear in the appointment view. To manually add a form to an appointment: 

1. Open your Calendar.
2. Select an existing appointment that you want to add a form to.
3. From the appointment view, click on the three dots and select Add a form.
4. Choose an existing form from your list or click Create new form.
5. Fill in the form and select either:

   Options - To manage the completion of the form and return to the appointment

   Complete - To save the form. You can choose to Continue back to the appointment or Print the form.

Managing appointment forms 

When accessing an appointment form, the following actions are available depending on the status of the form.

Managing draft forms 

If a form has not been completed before the appointment date, it will be in draft mode where you can: 

1. Open your Calendar and select an appointment to open the appointment view.

2. On the draft form, click Edit form. 

3. Fill out the form and select Complete or Options to:

   Save draft - Save any information you’ve added and finish filling out the form later.

   Send to client - Send the form to the client to complete. Once sent, you can only Complete the form yourself or Send a reminder to the client.

   Delete - Delete and remove the form from the client’s appointment.

Managing completed forms 

Once a form has been completed, you cannot make any changes or delete the form. To view or print the form: 

1. Open your Calendar and select an appointment to open the appointment view.

2. On the draft form, click View form. 

3. Click Options, select Print and follow the steps on your device to save and print the form.  

Managing incomplete forms 

If an appointment has passed and the attached form has not been filled out, this will show as Not completed. You cannot fill out or view an incomplete form.

Requesting upfront payments and card confirmation 

To help protect against no-shows and late cancellations, you can choose to request an upfront payment or card details to confirm the appointment. This requirement can be added to an appointment even if the setting is not enabled for a particular client or service. To request upfront payments or card confirmation: 

1. Open your Calendar.
2. Select the existing appointment to open the appointment view.
3. Click on the three dots and select Request upfront payment or Request card confirmation, depending on the policy that you have enabled for your business.

Marking an appointment as a no-show 

If the client did not attend the appointment, you can mark their appointment as a no-show:

1. Open your Calendar.
2. Select a past appointment.
3. Click on the three dots and select No-show. Alternatively, click on the appointment status to change it to No-show.
4. Mark the checkbox if you wish to notify the client about the no-show. 
5. Click Set as no-show. 

Canceling an appointment 

To cancel an appointment: 

1. Open your Calendar.
2. Select an upcoming appointment
3. Click on the three dots and select Cancel. Alternatively, click on the appointment status to change it to Cancel.
4. Choose a cancellation reason from the drop-down menu.
5. Click Cancel appointment. The appointment will be removed from your calendar. 

Viewing appointment activity

To view an activity log of a specific appointment: 

1. Open your Calendar and select an appointment. 
2. Click on the three dots and select View appointment activity.
3. A record of all changes made to an appointment will be displayed.