Direct Sale AI

Managing Appointments

Official guide · English · Version 9c253d0cf11816df

The Appointments page provides a centralized view of all customer bookings for your services. From here you can monitor, filter, confirm, complete, and cancel appointments.

Bookings on a self-hosted website

The service catalog and public provider details are published to the VPS. Live availability, appointment booking and service work requests still use the central scheduler. A locally visible service page does not mean bookings can complete during a platform outage. Configure schedules centrally, test the public booking flow and check the resulting appointment here. New scheduler-bridge support on an older VPS requires a website application update, followed by successful publication.

Accessing Appointments

Navigate to Dashboard > Appointments (available from the sidebar under the Services group). The page is located at /dashboard/appointments.

Appointments Overview

At the top of the page, you will see three summary statistics cards:

Stat Description
Today's Appointments The number of appointments scheduled for today.
Pending The total number of appointments awaiting confirmation.
Upcoming This Week The number of appointments scheduled for the current week.

These cards update automatically as you take actions on appointments.

Filtering Appointments

A filter bar below the stats cards lets you narrow down the appointments list. You can combine multiple filters at once.

Available Filters

Filter Description
Date Range Select a "from" and "to" date to show appointments within a specific period.
Status Filter by appointment status: All, Pending, Confirmed, Completed, Cancelled, or No-Show.
Service Filter by a specific service to see only appointments for that service.
Provider Filter by a specific team member to see only their appointments.

Clearing Filters

When any filter is active, a "Clear" button appears. Click it to reset all filters and return to the unfiltered view.

Appointment Statuses

Each appointment goes through a lifecycle represented by its status:

Status Color Description
Pending Yellow The appointment has been booked but not yet confirmed by staff.
Confirmed Blue A team member has confirmed the appointment.
Completed Green The appointment has taken place successfully.
Cancelled Red The appointment was cancelled (by the customer or staff).
No-Show Gray The customer did not show up for the confirmed appointment.

Status Transitions

The following diagram shows the allowed status transitions:

Pending -----> Confirmed -----> Completed
  |               |
  |               +-----> No-Show
  |               |
  +---+           +-----> Cancelled
      |
      +----------> Completed
      |
      +----------> Cancelled
  • Pending can be moved to: Confirmed, Completed, or Cancelled
  • Confirmed can be moved to: Completed, No-Show, or Cancelled
  • Completed, Cancelled, and No-Show are terminal statuses (no further transitions)

Appointments Table

The main section of the page displays appointments in a table with the following columns:

Column Description
Customer The customer's name and phone number (if available). Shows "Guest" if no name was provided.
Service The name of the booked service.
Provider The team member assigned to deliver the service. Shows "-" if no provider is assigned.
Date/Time The scheduled start time of the appointment, formatted according to your locale settings.
Status The current status badge (color-coded).
Amount The total price of the appointment, formatted in your store's currency. Shows "-" if no amount is set.
Actions Action buttons to change the appointment status (see below).

Taking Actions on Appointments

The actions available depend on the current status of the appointment.

Confirm an Appointment

Available when status is Pending.

  1. Click the blue checkmark button in the Actions column.
  2. The status changes to Confirmed immediately.

Complete an Appointment

Available when status is Pending or Confirmed.

  1. Click the green person-check button in the Actions column.
  2. The status changes to Completed immediately.

Cancel an Appointment

Available when status is Pending or Confirmed.

  1. Click the red X-circle button in the Actions column.
  2. A cancellation dialog opens.
  3. Optionally enter a cancellation reason (this is recorded for reference).
  4. Click "Cancel Appointment" to confirm, or "Keep Appointment" to go back.

Mark as No-Show

Available when status is Confirmed.

  1. Click the gray ban button in the Actions column.
  2. The status changes to No-Show immediately.

Info: Action buttons are only visible to users with management permissions (Owner, Admin, Manager, Operator). Users with the Viewer or Accountant role see a "-" in the Actions column and cannot modify appointment statuses.

Pagination

Appointments are displayed 10 per page. When you have more than 10 appointments:

  1. Use the left arrow and right arrow buttons at the bottom to navigate between pages.
  2. The current page number and total pages are shown between the navigation buttons.

Best Practices

  • Confirm appointments promptly to let customers know their booking is secured.
  • Use the date range filter to review upcoming appointments for the day or week.
  • Track no-shows to identify patterns and consider implementing deposit requirements on services with high no-show rates.
  • Add cancellation reasons when cancelling appointments to maintain a clear record for later review.
  • Filter by provider to review individual team members' workloads and appointment volumes.

Info: Appointments are created automatically when customers book services through your storefront or booking page. You manage them from this dashboard page -- there is no manual appointment creation from the dashboard.