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How do I create an appointment?

Schedule appointments with full visibility and ease. Start filling up your Calendar once you’ve created your Fresha account and set up team working hours.

Add an appointment to your calendar

Go to your Calendar and add an appointment in one of two ways; 

  • Click on a free slot in your Calendar to open the New Appointment view.
  • Click on Add in the top right corner and select New appointment.

Add a client to the appointment

Under the Info tab, Select a client or leave this empty if the appointment is a walk-in. 

Select an existing client: 

  1. Within the appointment view, click the plus button (+) to select a client.
  2. In the search bar, start typing the client’s first name, last name, or mobile number.
  3. Select the client you’d like to add to the appointment.

Create a new client:

  1. Within the appointment view, click the plus button (+) to select a client.
  2. Underneath the search bar, click on + Create new client.
  3. Add the new client’s information and click Save.
  4. The new client will be added to the appointment and saved to your client list. 

Remove a client from the appointment: 

  1. Click the three dots three_dots.png next to the client's name and select Remove client.

PRO TIP: When creating a new client, capitalise the first letter of their name so that the correct format is reflected on your notification and promotion activity for a more professional look.


Edit the appointment details

Under the Info tab, you can edit the appointment Date and set a Frequency for recurring appointments. 

Change the Date:

Change the date of your appointment in one of two ways; 

  • Click on the date and choose a new one from the drop-down.
  • Next to the date, click on Edit and select the Date to choose a new one from the drop-down.

Change the Frequency:

  1. Next to the date, click on Edit.
  2. Click on the Frequency and choose how often you want to schedule recurring appointments. 

Click here to learn more about setting up recurring appointments.


Add services to the appointment

Under the Info tab, you can add a service to your appointment. 

Add a service to the appointment:

  1. Click Add a service. 
  2. In the search bar, start typing the name or category of the service you wish to add. 
  3. Click on the service to add this to the appointment. 
  4. To add more services, click Add another service and repeat the above step. 
  5. Click Save to create the appointment.

Change service details: 

  1. Click on the service you wish to edit. 
  2. Use the drop-down options to change the Service, Price, Discount, Start time, Duration and Team member. 
  3. Click Apply to save the changes. 

Click here to learn more about how you can add more than one service to an appointment.

NOTE: When editing service details, you’ll be notified of any clashes or issues.

PRO TIP: When a client has multiple services in one appointment, they will only receive one confirmation message, one reminder, and one invoice. The start time of the reminder notification will be based on the earliest appointment.


Add notes to the appointment

Under the Notes tab, you can capture important information specifically relating to the appointment e.g. special request, progress or formulas used that day. 

Add an appointment note:

  1. Click on Add a note. 
  2. In the pop-up input box, add your notes about the appointment. 
  3. Click Save.

Edit appointment notes: 

  1. Click the three dots three_dots.png next to the note. 
  2. Select Edit appointment notes. 
  3. Make your edits or add more information in the pop-up input box.
  4. Click Save.

NOTE: If the client booked online, their booking notes will be shown within the notes tab too.


Set up Upfront payments

Under the Payments tab, you’ll be able to enable Upfront payments. 

  • If you have Upfront payments set up then it will be enabled by default when creating a new appointment.
  • If you do not wish to use Upfront payments for a particular appointment you can simply uncheck the checkbox with the Payments tab when creating your appointment. The client will then not receive any request to confirm their appointment.
  • If you choose to disable Upfront payments on appointment creation, you can always enable it later by sending a request to the client.

NOTE: You will need to have enabled Payment processing and set up payment options to use the features under the Payment tab.

PRO TIP: If you want to enable Payment processing whilst adding your New appointment, click Save before proceeding to set up Payment processing so that you don’t lose your appointment progress. You can always go back and finish setting up after.


View and complete appointment Forms

Under the Forms tab, you’ll be able to view and complete any Forms required for your service.

Send a reminder to your client: 

  1. Click Send reminder.
  2. When prompted, select Yes, send reminder. 

Complete the form yourself: 

  1. Click Complete form. 
  2. Enter details as required. 
  3. Click Complete form. 

View appointment activity 

Under the Activity tab, you’ll find an activity log for this appointment. You can keep track of important activity, including any notifications sent to your clients about the appointment. 

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