Help Center

Easy!Appointments provides a flexible and user-friendly system for both customers and staff to book, view, and manage appointments. This section explains how appointments are scheduled, how providers can manage their calendars, and how the admin can oversee all bookings.

1. Booking an Appointment (Customer View)

Customers can book appointments directly from your public booking page without needing to register. The process is simple:

Steps to Book:

1. Select Service: The customer chooses a service from the available list.
2. Choose Provider: (Optional) The customer selects a specific provider, if allowed.
3. Pick a Date and Time: Based on the provider’s availability and booking rules.
4. Enter Customer Details:
   • Name
   • Email
   • Phone (optional)
   • Notes (optional)
5. Confirm Appointment: The system shows a confirmation message and optionally sends a confirmation email.

📝 If enabled, customers will receive an email with the appointment details and cancellation link.

2. Viewing Appointments (Provider/Admin View)

Appointments can be viewed in the Calendar section by administrators and providers.

Calendar Features:

• View Modes: Day, Week, Month
• Color-Coded Services: Each service appears with its assigned color.
• Tooltips: Hovering over an appointment shows key details.
• Filtering: Filter by provider, service, or status.

3. Adding Appointments Manually (Admin/Staff)

Admins and providers can add appointments directly in the backend:

1. Go to Calendar.
2. Click on an empty time slot.
3. Fill in the appointment form:
   • Customer: Choose existing or create a new customer.
   • Service: Select from available services.
   • Provider: Choose the staff member.
   • Date & Time: Set start time; duration will autofill.
   • Status: Choose from Confirmed, Pending, or Cancelled.
4. Click Save.

4. Editing or Cancelling Appointments

To Edit:

1. Click on the appointment in the calendar.
2. Modify any field (date, time, service, etc.).
3. Click Save Changes.

To Cancel:

1. Open the appointment.
2. Change the Status to “Cancelled”.
3. Click Save Changes.

⚠️ Notifications will be sent to both provider and customer based on system settings.

5. Appointment Statuses

Each appointment can have one of the following statuses:

• Confirmed: The appointment is active and scheduled.
• Pending: Waiting for approval (if manual confirmation is enabled).
• Cancelled: The appointment has been cancelled by the customer or provider.
• Completed: (Optional) Used to indicate a finished appointment (requires status tracking feature).

6. Appointment Reminders & Notifications

Based on your system configuration:

• Email reminders can be sent before the appointment.
• Notifications are triggered for booking, rescheduling, and cancellations.
• Email templates can be customized in the Settings > Notifications section.

7. Customer Appointment Management (Optional)

If customer accounts are enabled, customers can:

• Log in to view upcoming appointments.
• Cancel or reschedule (based on system permissions).
• View appointment history.

8. Troubleshooting Common Booking Issues

Next Steps

Once you’re comfortable with booking and managing appointments, you may want to explore:

• Customer Management
• Integrating Notifications (Email, SMS, WhatsApp)
• Advanced Availability and Buffer Times