Managing appointments in Calendar view

Create, edit, manage and check-in appointments from one place

Create new appointments from the Calendar

Appointments can be created in two ways:

• Click the + New Appointment button in the top bar.
• Click and drag a time slot directly on the calendar.
  
  

This opens the appointment details panel, where you can fill in the visitor and scheduling information.

Appointment duration and time logic

When creating an appointment:

• The default duration is automatically based on the selected service.

• If you change the service, the end time will adjust to match the new service’s default duration.

• If you change the start time, the end time will update accordingly to maintain the same duration.

• This behavior is consistent both when creating and editing appointments.

This ensures consistent scheduling without needing to manually reset durations every time you adjust the start time or service.

 

Fill in appointment details

When creating or editing an appointment, you can set:

• Date & time (start and end). See Appointment duration and time logic for more info
• Assignee — the team member who will serve the appointment
• Visitor information:
  • First name, last name (required)
  • Phone number, email, language, and service
  • Additional fields (if configured for the selected service)
  
   

See appointment tags and activity log

Each appointment includes a Booking tag with the date and time visible:

• In the appointment detail view
  
• On the corresponding visitor ticket in Service View
  

This tag helps identify scheduled visitors across views.

All actions are tracked in the Activity timeline, including:

• Appointment created, edited, or rescheduled
• Label changes
• Visitor checked in
  
  

Edit appointments before check-in

Appointments that are not yet checked in or canceled can be updated like a regular ticket.

You can change:

• Date & time
• Visitor information
• Assigned service or team member
• Labels

All changes are saved to the activity log.

Cancel or check in an appointment

To cancel:

Click the Cancel button in the appointment detail view. This removes the appointment from the calendar completely. Canceled appointments are not shown in statistics or analytics. Once cancelled, the appointment cannot be re-activated.

To check in a visitor:

Click Check-in on the appointment card. This moves them into the queue as an active ticket.

Once checked in, the appointment becomes a standard ticket and can be managed from the Service view.
A quick action Continue to Service view button appears in the side panel for easy navigation. 📖 Learn more: The Service View guide

What happens after check-in

When a visitor is checked in:

• Their wait time starts from the moment of check-in
• The appointment is now treated as a ticket in Service view
• Ticket details can still be edited (e.g. service, notes, labels)
• Appointment details (e.g. date/time) can no longer be changed

This ensures consistent tracking and reporting of scheduled visitors once they’ve arrived.

Marking an appointment as a no-show

If a visitor does not arrive but you want to record it as a no-show, do not cancel the appointment.

Instead, follow these steps:

1. Check in the visitor from the appointment panel in the Calendar.

   

2. Click Continue to Service view.

   

3. In Service view, call the visitor from their ticket.

   

4. From the three-dot menu (⋯) on the visitor ticket, choose No show.

   

✅ This process ensures the missed appointment is tracked in analytics as a no-show, instead of being excluded entirely like a canceled visit.

 

Have questions or need help configuring it?

Reach out to our support team or your account manager — we’re happy to help.