Every booking is made in one panel that slides in from the right. Pick a slot, choose the client and services, and book. The whole thing takes a few seconds once you know where everything is.
Before you start
- Who can do it: anyone who can manage appointments.
- Team members need working hours to show on the calendar. See Find your way around the calendar.
Book an appointment
Pick the slot
On the calendar, select an empty time in the team member's column and choose Add appointment. The date, time and team member are filled in. You can also select Add → New appointment; the calendar then asks you to Pick an open slot.
Choose the client
Under Add client, type their name, email or phone, and select them. For someone new, select New client, add their details, and you come straight back with them on the booking.
Choose the services
Select Choose services, pick one or more, and select Done. Services the team member doesn't do are marked, such as Not offered by Hana. A combo, marked Combo, is one pick that adds all its services at the combo price; see Book multiple services in one visit. For a regular, Recently booked for shows their last services with a Rebook button.
Check the time and team member
The top of the panel shows the date, time and team member. To change them, select Change. Best times suggests slots, and the open times for the day are listed below.
Add anything else
Each service has its own deal picker, which reads No deal until you choose one. Below the services, choose a Room or Equipment if the service needs one (a free room is picked for you), an Internal note for the team, or Repeat. See the table below.
Book it
Check the total at the bottom, then select Book appointment.
More options on a booking
| Option | What it does |
|---|---|
| Room and Equipment | Reserves what the service needs. Equipment already in use shows as in use. |
| Deal | Applies a deal to that service. A service in a combo shows Combo deal and the saving instead. |
| Treatment course | Links this visit to a course the client is partway through |
| Appointment format | In person or video. For video, add a Video link, or leave it blank to use the team member's own link. |
| Internal note | For the team only. The client never sees it. |
| Repeat | Weekly, Every 2 weeks, Every 4 weeks or Monthly, for a Number of visits from 2 to 26, including this one |
| Payment policy | What the client must do to secure the booking (see below) |
A repeating booking books every visit at once. If some times clash, the message says how many were skipped.
Payment terms for this booking
If your business asks for a card or a deposit, the panel shows what applies, such as Deposit due now and the amount. To change it for this booking only, select the ⋮ at the bottom and Edit payment policy, then choose No policy applied, Require a deposit upfront or Capture card details only. Waive payment policy for this client drops the card and fees for this appointment.
When a card or deposit is needed, the client is sent a secure link to add it after you book.
Check it worked
Appointment booked appears and the block shows on the calendar. Select it to open the appointment panel. The confirmation and reminders go out on their own, as your automations are set up.
If something goes wrong
The Book appointment button is grey
The line above it says what's missing, such as Pick a client to book, Pick a service to book or Pick a date and time to book.
"Schedule outside working hours"
The team member isn't working at that time. Tick Book anyway to book it, for example for a regular who comes in before opening.
"No open slots on this day"
Try another team member or date with Change.
"Slot just got taken"
Someone else booked that time first. Pick another slot.
"Booked, overlaps another appointment"
Your business allows overlapping bookings, so it went through. The message names the appointment it overlaps. See Double booking and overlaps.
"Book a blocked client?"
The client has been blocked. You can still select Book anyway, and the override is recorded in the audit log.
"No room is free for this time"
Every room the service needs is taken. Pick another slot.