A new appointment, step by step
Every field of the New Appointment window and the order to fill them in.
Where to open it
Appointments → New appointment. You can also start from a client's card — the name, phone and e-mail are filled in for you — or simply tap a free day in the calendar.
1. Master
Pick who takes the client. The free hours and the working days come from that master's schedule. With a single master the field fills itself.
2. Service
The main service sets the price and the length of the visit. Only active services are listed.
3. Additional services
Press + Add service to add a second and further services to the same visit, say a haircut plus a blow-dry. Prices and durations add up and the total length of the visit is recalculated at once. The red cross removes a line.
4. Date and time: two ways
- Schedule — the program shows the calendar and the master's free hours. Only the times where the service fits whole are offered: a four-hour service never appears when one hour is left before the end of the day.
- Custom — you set the date and the time by hand, past the schedule. For clients who come outside working hours or by a private arrangement.
Choosing the time by hand
Tap the Time field and a wheel opens. Hours run one by one, minutes in fives: 00, 05, 10 and so on. AM/PM sits on the right when your country runs on a 12-hour clock. The tick confirms, Reset clears the field.
5. Client
- Start typing a name, a phone number or an e-mail in the search line — the program finds the card. A phone is found in any shape: with brackets, a plus, a country code or bare digits.
- Found — tap the client in the list and the fields fill themselves.
- Not found — type the first name, last name, phone and e-mail by hand. No card is created: the booking lands on the Home screen under “Bookings without a client card”, ready to be linked later.
6. Money
- Cash deposit received — what the client already paid in cash; it comes off the balance due.
- Discount — an amount in the salon's currency, not a percentage.
- Coupon — pick a code from the list or type it and press Apply. The program checks the dates and the rules itself.
7. Two special marks
- External service — the visit happened but the money is not yours, for instance a chair rented by another master. Such a booking stays out of revenue and reports.
- Complimentary — the service is a gift. The price is struck through, the list shows a “Free” tag and nothing is added to revenue.
An external service done for your client
Sometimes another master works for your client: say, the client came for extensions and Julia did the bonding for her. Julia's appointment is marked External service, and the program can put her work into your client's costs by itself — no bill typed by hand.
- Open the master's appointment that was done for your client and tick External service.
- Under it a Work for client frame appears with a Choose an appointment ▼ field. Tap it and the salon's appointments of that day open as a list: time, client, master and service. With many appointments, type the client's or master's name in Search… at the top of the list.
- Tap the appointment of the client the work was for. It stays in the field; ✕ clears it.
- Save the appointment.
- What the master earned on this visit by her rates (Settlements with masters) becomes a cost of the chosen appointment.
- The cost shows in Accounting → Reports → Clients in the client's expenses, and when you open the client — as a line under her appointment with the master's name and the service.
- Until the day of the visit comes, nothing is counted. Untick External service and the link is removed too.
- If you used to type such work by hand as a service bill, do not pick an appointment for those same visits, or the amount will be counted twice.
8. Notes
A private field for the salon: allergies, hair notes, what was agreed. The client never sees it and it never goes into letters or texts.
9. Saving
Press Schedule appointment. The client gets a confirmation from your template right away, and the master gets a notification if it is switched on. When no letter or text is wanted this time, tick Don't send SMS / Email next to the button. If the appointment must not appear in the master's Google Calendar, tick the second box, Don't add to Google Calendar, see below.
Keep it out of Google Calendar
At the bottom of the new-appointment window, under «Don't send SMS / Email», there is a second box: «Don't add to Google Calendar». With it the appointment is saved in the program but does not appear in the master's Google Calendar, and later edits do not send it there either. The same box is in the edit window: ticking it on an appointment already in the calendar removes the event from there. The «Sync to Google Calendar» button clears the box and sends the appointment to the calendar.
What happens next
- The booking appears in the calendar in its master's colour.
- A day before the visit the client gets a reminder from your template.
- Payments, tips and the balance are entered inside the booking itself.
- Rescheduling, cancelling and the “no show” mark live in the booking too; the client is told if that template is on.
Inside the program the same article is under Help.