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How do I manage my appointment calendar?
How do I manage my appointment calendar?

create, edit, cancel appointments, add service, change calendar view, daily/weekly view, appointment clipboard

Angela avatar
Written by Angela
Updated over a week ago

Get nice and cozy with your Appointment Calendar—this is where you’ll be spending the majority of your time, so let’s dig in to all the amazing things we can do! You can view and book your appointments from the calendar, toggle between daily and weekly views, and be sure to check out our Appointment Clipboard for rescheduling appointments.

Jump to a section in this article:

Create a new appointment

You can create an appointment in Schedulicity through the following steps in the Schedulicity dashboard:

  1. From the Appointment Calendar, click on the date and time you'd like on the calendar

  2. The "New Appointment" screen will pop open and you can either enter in a new client or choose an existing client for the appointment.

  3. Next, choose a service or multiple services if necessary if you like, and hit done.

  4. Add appointment notes, as well as any add-ons or special offers that you have going.

  5. Select "book it” to create the appointment!

Keep in mind, if the client and service provider have an email address on file, you can decide if you want them to receive a notification of the appointment you are booking. Just make sure the toggles are set to yes!

For the more visually inclined, we have a great video walking through this here. Check that out!

Edit an appointment

You can edit an appointment through these steps:

  1. From the appointment calendar click on the appointment you want to edit

  2. Select the "edit Appointment"

  3. Make your edits/changes and hit save!

💡 Pro tip: You can update an appointment's color at any time! We've noticed some businesses use this as a great trick to indicate whether or not a client has "Checked In" for their appointment. If you want to change the color of an appointment, go through the steps to edit, click the color of the appointment and choose what color you'd like! Be sure to save when you're done.

Cancel an appointment

You can cancel an appointment through these steps:

  1. From the calendar, click on the appointment you'd like to cancel

  2. Select cancel from the drop down menu

  3. Specify if you want cancellation notifications to go out, and if a package has already been used on the appointment, you can choose if you'd like to return the package session

  4. Click "Cancel Appointment"

Book Again

You can easily rebook the same appointment again by following these steps:

  1. From the calendar, select the existing appointment you would like to book again.

  2. Select the Book Again option from the quick navigation menu.

  3. Confirm your appointment details and select the Choose Date & Time option.

  4. From here, you will be taken back to the Calendar view with your new appointment on the clipboard, waiting to be dragged and dropped to its new home.

  5. You can click on the appointment within the clipboard to drag it and drop it in a place that works for both you and your client!

Add another service to an appointment

  1. Open the appointment you'd like to add the service to, and select Edit

  2. Under the service select edit selection

  3. Click on the service you'd like to add and hit done

💡 Pro tip: If you know ahead of time that your client wants to add an additional service to their appointment, we'll want to add the next service right on the appointment calendar to be sure that time is blocked off!

Add another service via Checkout

Need to add a service to a client's appointment at the last minute as you check them out? Take a little stroll through these steps:

  1. Open the appointment you'd like to add the service to, and select View Appointment Details

  2. Click the shopping cart icon in the top right to open checkout

  3. On the checkout screen, press the "+ Add Item" button

  4. From the dropdown list, select "Add Service"

  5. Choose the service from the list, or use the search bar to find the one you're looking for!

Once you've selected a service, you'll be able to continue on through checkout. 👍

How do I navigate between the daily view and weekly view on the appointment calendar?

Do you prefer to see your week's appointments all on one page? Or would you rather focus in on one day at a time? Either way, I've got great news for you! There are two views on the appointment calendar: the daily view and the weekly view. You can easily toggle back and forth between both. 🙌

Daily View

The daily view will show providers' schedules for one day side-by-side. You can view up to 7 providers' schedules at one time:

You can get to the daily view by clicking on the day/date along the top of the calendar column.

Weekly View

Similarly, you can get to the weekly view from the daily view by clicking on a provider's name along the top of the calendar. The weekly view will show the full week's schedule for just one provider at a time:

You can change up which provider's schedule you're viewing by clicking on their name at the top left corner of the screen. This will open a drop-down menu of all providers for you to select from.

💡 Pro Tip: To view your full week from our app on your mobile device, rotate your phone to landscape mode when you're looking at the appointment calendar. This will pull up the full week for you to view!

How do I use the Appointment Clipboard?

The appointment clipboard in Schedulicity is a slick tool for rescheduling different appointments and personal times within the Schedulicity calendar.

Here is how to change appointments using the Appointment Clipboard:

  1. From the Appointment Calendar, click on an appointment or block of personal time you wish to reschedule. Drag it over to the Clipboard and drop it there.

  2. Next, navigate to the new date and time and/or new provider's calendar that you wish to move the appointment to.

  3. Grab the appointment from the Clipboard and then drag and drop it to the desired date and time.

❗Note: As a heads up, a notification of the change is not sent out automatically when you use the clipboard. So be sure to click on the appointment after it’s been dropped at its new date and time to send one out. Here's how you can make sure an update notification is sent out:

  1. Click into the appointment that was just moved, and select the pencil icon in the upper right hand corner to open "edit"

  2. Click "update" and that will send out an email notification for the new date and time!

Also, keep in mind that if you’re trying to drag and drop an appointment to a provider who offers a different duration or price of the service, the system will automatically update these changes to the appointment. The system will also flag if that provider does not offer the service so that it can’t be rescheduled with that provider.

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