Booking Management

Visual calendar interface for all your appointments with multiple viewing options and powerful interaction capabilities:

• Monthly View: See all bookings for the month at a glance with color-coded service types and status indicators
• Weekly View: Weekly schedule with time slots, staff assignments, and service information
• Daily View: Hour-by-hour view of your day with time slots and duration
• Quick Actions: Click on bookings to view details, edit, cancel, reschedule, or add notes
• Navigation: Switch between dates and views with date picker and jump to today
• Branch filter: Filter by branch when you have multiple locations
• Real-time updates: Calendar updates as new bookings arrive or are modified

Detailed list of all bookings with comprehensive information, perfect for managing large volumes of appointments and performing bulk operations:

• Sortable Columns: Sort by date, time, customer name, service, staff, status, location, or booking value with ascending/descending options
• Comprehensive Information: View customer details (name, phone, email), service information, booking time and duration, assigned staff, location, status, pricing, and booking source
• Quick Filters: Filter by date range, status (pending, confirmed, completed, cancelled, no-show), service type, staff member, location, or custom criteria
• Export: Export booking lists to Excel for reporting or external analysis
• Pagination & Search: Navigate through large lists easily with pagination controls, search functionality, and configurable items per page
• Quick Preview: Hover or click on any booking to see a quick preview with key details without opening the full booking page
• Status Indicators: Visual status indicators with color coding for quick identification of booking states

Find bookings quickly with powerful search and filter options that help you locate exactly what you need:

• Global Search: Search across all booking fields including customer name, phone number, email, booking ID, service name, staff name, and notes
• Search by Customer: Find all bookings for a specific customer by name, phone, or email, including their complete booking history
• Filter by Date Range: View bookings for specific periods with preset options (today, this week, this month, custom range) or relative dates (last 7 days, next 30 days)
• Filter by Status: View bookings by status: pending (awaiting confirmation), confirmed, completed, cancelled, or no-show, with the ability to combine multiple statuses
• Filter by Service: See bookings for specific services or service categories, useful for analyzing service popularity
• Filter by Staff: View bookings assigned to specific staff members, helpful for individual schedules and performance tracking
• Filter by Location: Filter bookings by business location for multi-location businesses
• Filter by Booking Source: See bookings from specific channels (WhatsApp, Instagram, Facebook, manual) to track channel performance

Track and manage booking statuses throughout their complete lifecycle. Understanding and properly managing statuses helps you maintain accurate schedules, track performance, and provide better customer service:

• Pending: Bookings awaiting confirmation or approval. These are newly created bookings that haven't been confirmed yet. You can review pending bookings, verify details, and either confirm or cancel them. Pending bookings are held temporarily and won't block other bookings until confirmed.
• Confirmed: Bookings that are confirmed and scheduled. These are active appointments that appear on your calendar. Confirmed bookings block the time slot and prevent double-booking. Customers receive confirmation messages with all booking details.
• Completed: Finished appointments that have been completed. These are past bookings that were successfully completed. Completed bookings remain in your history for reporting and customer records. They can be marked as completed manually or automatically after the appointment time passes.
• Cancelled: Cancelled bookings with reason tracking. When a booking is cancelled, you can record the cancellation reason (customer request, business closure, weather, etc.). Cancelled bookings free up the time slot for new bookings. Track cancellation reasons to identify patterns and improve operations.
• No-Show: Track customers who didn't show up for their appointments. Mark bookings as no-show to track patterns, identify problematic customers, and improve reminder effectiveness. No-show data helps you understand which customers or time slots have higher no-show rates.
• Status History: View complete status change history for each booking. See when status changed, who made the change, and any notes associated with status changes. This audit trail helps with accountability and understanding booking lifecycle.
• Automatic Updates: Status updates based on booking time. Bookings can automatically transition from "Confirmed" to "Completed" after the appointment time passes. You can configure automatic status updates based on business rules.
• Status updates: Update booking status (confirmed, completed, cancelled, no-show) from the booking details or list

Best Practice: Regularly review booking statuses to ensure accuracy. Mark no-shows promptly to free up time slots and track patterns. Use status history to understand booking patterns and identify areas for improvement. Set up automatic status transitions to reduce manual work.

Automated reminder system to reduce no-shows and keep customers informed. Studies show that automated reminders can reduce no-shows by 30-50%, significantly improving your booking efficiency and revenue:

• Automated Reminders: One reminder is sent before each appointment at your chosen time (1, 2, or 3 hours before). Reminders include appointment details and are sent via the same channel the customer used to book (WhatsApp, Instagram, or Facebook Messenger).

Best Practice: Enable reminders - they're one of the most effective ways to reduce no-shows. Personalize reminder messages with customer names and specific appointment details. Monitor reminder delivery rates and adjust timing based on effectiveness. Test reminder delivery to ensure they're working correctly.

Manage bookings with comprehensive action options that give you full control over your appointments. These actions help you handle changes, communicate with customers, and maintain accurate records:

• Edit Bookings: Modify booking details, time, service, staff assignment, or any other information:
  • Change booking time while maintaining the same date or move to a different date
  • Modify service selection (upgrade, downgrade, or change service type)
  • Reassign bookings to different staff members
  • Update customer contact information or special requirements
  • Modify pricing, add discounts, or adjust booking value
  • All changes are logged in booking history for audit trail
  • Customers receive automatic notifications when bookings are modified
• Reschedule: Move bookings to different time slots:
  • Reschedule with availability checking
  • View alternative time slots when rescheduling
  • Cancellation policy (minimum notice) is enforced when applicable
  • Customers can be notified of the change
• Cancel: Cancel bookings with comprehensive reason tracking:
  • Cancel individual bookings or bulk cancel multiple bookings
  • Select cancellation reason from predefined list or add custom reason
  • Track cancellation patterns to identify issues (e.g., high cancellations for specific services)
  • Automatically free up time slots when bookings are cancelled
  • Send cancellation confirmations to customers
  • Explain your cancellation and refund policy to the customer
  • Cancel with or without notifying customer (for internal cancellations)
• Add Notes: Add internal notes to bookings for team communication:
  • Add private notes visible only to your team (never to customers)
  • Record special instructions, customer preferences, or important information
  • Add notes about preparation needed, equipment required, or special considerations
  • Add notes to bookings for internal reference
  • View note history with timestamps and author information
  • Search notes to find bookings with specific information
• View History: See complete booking history and all changes:
  • View timeline of all status changes, modifications, and updates
  • See who made each change and when
  • Review original booking details and all subsequent modifications
  • View conversation history related to the booking
  • See reminder delivery history
  • Export booking history for records or analysis
• Customer Communication: Send messages directly from booking view:
  • Send messages to customers via their original booking channel (WhatsApp, Instagram, Facebook)
  • Quick message templates for common communications
  • Send booking confirmations, reminders, or follow-up messages
  • View conversation history in the booking details
  • Reply to customer messages directly from the booking view
  • All communications are logged with the booking for complete record

Best Practice: Always add notes when making significant changes to bookings. Use cancellation reasons to track patterns and improve operations. Communicate changes to customers promptly. Review booking history regularly to understand patterns and identify improvement opportunities.

Create bookings manually through the dashboard for walk-ins, phone bookings, or when you need to book appointments directly:

• Quick Booking: Create bookings quickly with minimal information required. Essential fields (customer, service, date, time) are required, while other details can be added later.
• Customer Selection: Select existing customers from your database or create new customer profiles on the fly. Search customers by name, phone, or email for quick selection.
• Service & Staff Selection: Choose service and staff member from dropdown menus. The system automatically checks availability and prevents conflicts.
• Date & Time Selection: Use calendar picker and time selector to choose appointment time. Available time slots are highlighted, and unavailable times are disabled to prevent conflicts.
• Additional Details: Add notes, special instructions, or custom fields during booking creation. These details are stored with the booking and visible to staff.
• Confirmation: Booking details are available in the dashboard and in the conversation thread; confirmations can be sent via the messaging channel.

Best Practice: Use manual booking for walk-ins and phone bookings. Always verify customer information and availability before creating bookings. Send confirmations immediately to reduce no-shows. Add notes for any special requirements or instructions.

Generate comprehensive reports and analytics to understand your booking patterns, performance, and opportunities for optimization:

• Booking Reports: Generate detailed reports on booking volume, trends, and patterns. Export bookings to Excel for external analysis or record-keeping.
• Revenue Reports: Track revenue by service, staff, location, or time period. Analyze booking values, average transaction amounts, and revenue trends.
• Staff Performance: Analyze individual staff member performance including booking volume, customer satisfaction, and revenue generated. Identify top performers and areas for improvement.
• Service Analytics: Track which services are most popular, most profitable, and have the best booking rates. Use insights to optimize service offerings and pricing.
• Peak Time Analysis: Identify peak booking times, days, and seasons. Use insights for staffing decisions, pricing strategies, and capacity planning.
• Cancellation Analysis: Track cancellation rates, reasons, and patterns. Identify services, staff, or time slots with high cancellation rates and take corrective action.
• No-Show Tracking: Monitor no-show rates and identify patterns. Track which customers, services, or time slots have higher no-show rates. Use insights to improve reminder strategies.
• Channel Performance: Compare booking performance across channels (WhatsApp, Instagram, Facebook, manual) in Analytics.
• Export: Export bookings to Excel for custom analysis and reporting.

Best Practice: Review booking reports weekly to identify trends and opportunities. Use analytics to make data-driven decisions about services, staffing, and operations. Track key metrics over time to measure improvement. Share relevant reports with staff to improve performance.