Skip to main content
rendevo

Managing Appointments

Learn how to edit, update status, complete, cancel, and delete appointments. Keep your calendar accurate and organized.

Opening Appointment Details

All appointment management starts here:

  1. Go to Calendar
  2. Click any appointment (List View or Calendar View)
  3. Appointment Details Modal opens

What you see:

  • Customer name, email, phone
  • Service(s) booked
  • Date, time, location
  • Assigned staff member
  • Current status
  • Internal notes
  • Total price
  • Booking source (AI, manual, booking page)

Editing Appointments

Change appointment details after it's been created.

How to Edit

  1. Click appointment to open details
  2. Click Edit button
  3. Appointment form opens with current details
  4. Make your changes
  5. Click Save Changes

What You Can Edit

Date & Time:

  • Reschedule to different date
  • Change start time
  • End time updates automatically based on service duration

Service:

  • Switch to different service
  • Duration and price update automatically
  • Note: For multi-service appointments, you can add/remove services

Staff Member:

  • Assign to different team member
  • Change to "Any Available"
  • Only shows staff who can perform the service

Customer Info:

  • Update name
  • Change email address
  • Update phone number

Notes:

  • Add new information
  • Update existing notes
  • Maximum 500 characters

What You CANNOT Edit

❌ Location - Cannot move appointment to different location. Must cancel and rebook.

❌ Booking source - Original source (AI, manual, booking page) is permanent.

❌ Creation timestamp - Cannot change when appointment was originally booked.

Conflict Detection When Editing

When you reschedule:

System checks:

  • Is new time slot available?
  • Does staff have conflict?
  • Are there overlapping bookings?

If conflict found:

  • Warning dialog appears
  • Shows existing conflicting appointment
  • Options: Cancel edit or Book Anyway (override)

💡 Tip: If rescheduling causes conflicts, consider assigning different staff member or choosing different time.

Changing Appointment Status

Track appointment lifecycle with status updates.

Available Statuses

Scheduled (Default)

  • Initial status for all new bookings
  • Appointment is booked but not yet confirmed
  • Color: Primary blue

Confirmed

  • Customer confirmed they're coming
  • You verified the appointment
  • Color: Accent color
  • Use when: Customer responds to confirmation message or calls to confirm

Completed

  • Service was performed successfully
  • Appointment is finished
  • Color: Green
  • Use when: Customer showed up and service is done

Cancelled

  • Appointment was cancelled
  • Shows in calendar with reduced opacity
  • Color: Red (semi-transparent)
  • Use when: Customer or you cancelled the appointment

No Show

  • Customer didn't arrive for appointment
  • Tracks unreliable customers
  • Color: Warning yellow/orange
  • Use when: Customer booked but never showed up

How to Change Status

Method 1: From Details Modal

  1. Click appointment
  2. Click Status dropdown
  3. Select new status
  4. Click Save or status updates immediately

Method 2: Quick Status Buttons

Some statuses have dedicated buttons in the modal:

  • Mark as Completed - One-click completion
  • Mark as No Show - Quick no-show tracking
  • Cancel Appointment - Opens cancellation dialog

Status Best Practices

Daily routine:

Morning:

  • Review today's appointments
  • All should be "Scheduled" or "Confirmed"

After each appointment:

  • Immediately mark as "Completed" or "No Show"
  • Add notes about the service if relevant

End of day:

  • Ensure all today's appointments have final status
  • Tomorrow's appointments should be "Scheduled" or "Confirmed"

Why this matters:

  • Accurate business metrics
  • Customer reliability tracking
  • Revenue reporting
  • No-show rate analysis

💡 Pro tip: Set a reminder to update appointment status right after service completion. Don't wait until end of day.

Completing Appointments

Mark appointments as completed when service is done.

How to Mark as Completed

Quick method:

  1. Click appointment
  2. Click Mark as Completed button
  3. Done! Status changes immediately

Status dropdown method:

  1. Click appointment
  2. Status dropdown → Select "Completed"
  3. Save

What Happens

✅ Status changes to Completed (green badge)

✅ Moves to Past tab in List View (after appointment date passes)

✅ Counts toward metrics in reports and analytics

✅ Updates customer history - Shows successful visit

✅ Affects customer VIP status - Completed appointments count toward VIP thresholds

When to Mark as Completed

Best timing: Immediately after customer leaves

Acceptable: End of day for all appointments

Too late: Days later (affects accurate metrics)

For multi-service appointments:

  • Mark as completed when ALL services are done
  • Cannot mark individual services within a group

Cancelling Appointments

Cancel appointments when customer can't make it or you need to cancel.

How to Cancel

  1. Click appointment
  2. Click Cancel Appointment button (or Status → Cancelled)
  3. Optional: Add cancellation reason in notes
  4. Confirm cancellation

What Happens

✅ Status changes to Cancelled

✅ Remains in calendar but with reduced opacity

✅ Frees up the time slot for new bookings

✅ Preserved in history - Not deleted, just marked cancelled

Notification (if enabled):

  • Customer receives cancellation notification
  • Email or SMS based on your settings

Cancellation Notes

Good practice to document why:

Customer-initiated:

  • "Customer called to cancel - conflict with work"
  • "Customer rescheduled via WhatsApp"
  • "Emergency cancellation"

Business-initiated:

  • "Staff member ill - need to reschedule"
  • "Facility issue - water main break"
  • "Business closed for holiday"

Benefit: Historical record helps identify patterns

Cancellation vs. Deletion

Cancel (recommended):

  • Keeps appointment in history
  • Tracks cancellation rate
  • Maintains customer history
  • Can reference later

Delete:

  • Permanently removes appointment
  • Cannot be undone
  • Loses historical data
  • Use only for mistakes

💡 Best practice: Always cancel instead of delete, unless appointment was created by mistake.

Deleting Appointments

Permanently remove appointments from system.

When to Delete (Rare)

Valid reasons:

  • Duplicate booking created by mistake
  • Test appointment during setup
  • Appointment entered incorrectly

DO NOT delete for:

  • ❌ Customer cancellations (use Cancel status instead)
  • ❌ No-shows (use No Show status instead)
  • ❌ Completed appointments (use Completed status)

How to Delete

  1. Click appointment
  2. Click Delete button
  3. Warning dialog appears: "This cannot be undone"
  4. Confirm deletion

What Happens

⚠️ Appointment removed from database permanently

⚠️ Disappears from calendar immediately

⚠️ Cannot be recovered - No undo or trash

⚠️ Customer history updated - Appointment removed from their record

⚠️ Analytics affected - Booking counts adjust

Deletion Confirmation

Dialog message: "Are you sure you want to delete this appointment? This action cannot be undone."

Buttons:

  • Cancel - Go back, don't delete
  • Delete - Confirm permanent deletion

💡 Think twice: Once deleted, there's no way to retrieve the appointment.

Managing Multi-Service Appointments

Special considerations for appointments with multiple services.

Viewing Multi-Service Details

In appointment modal:

  • Lists all services individually
  • Shows each service's duration and price
  • Displays total duration and total price

Example:

Services:
• Haircut (30 min) - €25
• Beard Trim (15 min) - €10
• Hair Color (45 min) - €40

Total: 90 min - €75

Editing Multi-Service Appointments

You can:

  • Add more services
  • Remove services
  • Change the time
  • Reassign staff (must be able to perform ALL services)

System automatically:

  • Recalculates total duration
  • Recalculates total price
  • Adjusts end time
  • Checks staff can perform all services

Example: Remove Hair Color service:

  • Old total: 90 min, €75
  • New total: 45 min, €35
  • End time moves earlier automatically

Status for Multi-Service Appointments

Important: Status applies to the ENTIRE appointment group, not individual services.

You cannot:

  • Mark individual services as completed
  • Cancel only one service from the group

You must:

  • Mark entire appointment as completed when all services done
  • Edit appointment and remove services if customer cancels only some

Example scenario: Customer booked Haircut + Color but wants to cancel color:

  1. Edit appointment
  2. Remove Color service
  3. Save (now just Haircut)
  4. Price and duration update automatically

Common Questions

Q: Can I move an appointment to a different location?
A: No, location cannot be changed. You must cancel and create new appointment at the other location.

Q: What happens if I edit an appointment time and cause a conflict?
A: System shows conflict warning. You can choose to override or select different time.

Q: If I cancel an appointment, does the customer get notified?
A: Only if you have cancellation notifications enabled in Settings → Notifications.

Q: Can I undo a status change?
A: Yes, just change the status again. Example: If you marked No Show by mistake, change back to Completed.

Q: What's the difference between Cancel and Delete?
A: Cancel keeps the appointment in history (recommended). Delete permanently removes it (only for mistakes).

Q: Can I edit an appointment that was created by the AI?
A: Yes! All appointments can be edited regardless of how they were created.

Q: How do I reschedule an appointment?
A: Click appointment → Edit → Change date/time → Save.

Q: Can I partially cancel a multi-service booking?
A: Edit the appointment and remove the services customer wants to cancel. Don't use Cancel status.

Best Practices Summary

Status Updates

✅ Update status immediately after service
✅ Use Completed for successful visits
✅ Use No Show for customers who don't arrive
✅ Use Cancelled for actual cancellations
✅ Add notes explaining cancellations

Editing

✅ Check for conflicts when rescheduling
✅ Notify customer of changes
✅ Update notes with reason for change
✅ Verify staff can perform service if reassigning

Cancellations

✅ Use Cancel status, not Delete
✅ Document cancellation reason
✅ Enable customer notifications
✅ Preserve history for metrics

Deletions

⚠️ Only delete mistakes
⚠️ Never delete completed appointments
⚠️ Cannot be undone
⚠️ Use Cancel for real cancellations

Related Articles

Keep your calendar accurate. Update statuses daily for best results! ✅