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📋 Manage Appointments

Your AI assistant handles the initial conversation and scheduling with customers. When a customer requests an appointment, the assistant checks availability, suggests times, and creates a booking—all appearing here for your review.

Navigate to Bookings & Activity > Appointments to access appointment management.

🔄 Workflow Overview​

StepActorAction
1️⃣👤 CustomerRequests appointment via AI assistant
2️⃣🤖 AI AssistantChecks availability, suggests times, creates booking
3️⃣🏢 BusinessReviews and confirms appointment
4️⃣📧 SystemSends confirmation to customer
5️⃣👤 CustomerReceives notification via email or SMS
info

Confirming appointments promptly (within 2-4 hours) reduces no-shows and builds customer trust.

🗂️ Viewing Modes​

#ViewDescription
1📅 Calendar ViewMonthly calendar with status indicators
2⏰ UpcomingUpcoming appointments sorted by date
3📋 All AppointmentsComplete history with filtering

➕ Adding Appointments Manually​

Click + Add Appointment for walk-ins or phone bookings.

1️⃣ Customer Tab​

#FieldRequiredDescription
1Select Contact❌ NoChoose existing contact
2Customer Name✅ YesFull name of customer
3Email Address❌ NoFor confirmations and reminders
4Phone Number❌ NoFor SMS notifications

2️⃣ Service & Details Tab​

#FieldRequiredDescription
1Service✅ YesSelect from configured services
2Date✅ YesAppointment date
3Time✅ YesAppointment start time
4Duration🔄 AutoAuto-filled from service
5Price🔄 AutoAuto-filled from service
6Deposit❌ NoRequired deposit if applicable

⚡ Status Actions​

Manage appointment status with one-click actions:

#ActionEffect
1✅ ConfirmConfirms pending appointment, triggers notification
2🔵 Mark CompleteMarks appointment as successfully completed
3❌ CancelCancels appointment and notifies customer

🔔 Automatic Notifications​

When you confirm an appointment, the system automatically sends a notification based on customer preference.

#ChannelDescription
1📧 EmailConfirmation email with appointment details
2📱 SMSText message for quick confirmation
tip

The customer's preferred communication channel is captured automatically during their conversation with your AI assistant.

📄 Appointment Details​

Click any appointment to view:

#FieldDescription
1✂️ ServiceType of service booked
2📅 Date & TimeScheduled appointment slot
3🏷️ StatusCurrent appointment status
4👤 CustomerCustomer name
5📧 ContactEmail or phone number
6⏱️ DurationLength of appointment
7💰 PriceService cost
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All appointment data is stored securely and can be exported for reporting. Your AI assistant uses this history to provide better service recommendations.