Diary
The working day: appointments, tasks and messages to send.
The day
At the top are the day and how many appointments there are. The arrows go to the previous and the next day; “Back to today” returns to today. On a computer the keyboard arrows work too.
Each appointment is a block in the colour of whoever does it. Between one block and the next the diary says how much time is free. The circle on the right marks the appointment as done; a tap on the block opens it.
Day, week, staff
Under the day, the pills “Day”, “Week” and “Staff” change the view; the choice stays on the device.
Week: on a computer seven columns from Monday to Sunday, with coloured blocks at their time; on a phone the seven days one under the other, with time, client and staff member. The arrows move by a week and a tap on a day opens it in the “Day” view.
Staff: the day with a column per person, plus “Unassigned”, with everyone’s hours and absences; outside working hours the background is hatched. On a phone the columns scroll sideways.
On a computer, a click on a free space in the week or staff view opens “New” with the day, time and staff member already chosen.
Filter by type
When the day has at least two different types (appointments, tasks, “Consultation”…), a row of pills appears above the timeline: “All” and the types present, each with its count. The filter hides the blocks of the other types, but the free time stays the true one. It also applies in the week, in staff view and in the computer columns.
Booking an appointment
Tap “New”. On a computer the N key is enough.
At the top choose the type: “Appointment”, “Task” or one of your own types.
Fill in day, time, client, description and staff member.
Tap “Book”.
Client. Type the name: if the record exists, it links itself; if not, saving creates a new one.
Description. Choosing an item from the price list also brings in duration and price.
| Resource | the treatment room, room or equipment that is needed. If it is already taken at that time, the app says so |
|---|---|
| Repeat | “Recurring”, then every week, every 2 or 3 weeks, every month; “Total appointments” says how many to create |
| Price | goes into the client’s total spent and into takings |
| Package or voucher | takes a session off the client’s package, or an amount off the voucher |
| Products used | come out of stock by themselves: “Used” if consumed in the job, “Sold” if the client takes it away |
“Save as type” keeps the values you wrote for next time: a one-hour “Site visit” with Mario, for example, comes back already filled in.
Rescheduling, cancelling, marking
- Rescheduling: open the appointment and change the day or time. From the client’s record there is also “Reschedule”.
- “Mark done”: the appointment goes into the client’s history and into takings.
- “Mark cancelled”: the client gave notice, the time becomes free again.
- “Mark no-show”: the client did not turn up. The charge stays on their record.
- “Delete”: for a recurring appointment there is also “Delete the next ones too”.
- “Add to Google Calendar”: opens Google Calendar with the appointment already filled in, in your account. For the whole diary there is “Export calendar” in Settings → Data.
- “Copy invoice details”: in an appointment that is done and has a price, see Invoice details.
Walk-in queue
For people who come in without an appointment, today’s diary has a “Walk-ins” section, closed while it is empty. “Add to queue” asks for the client (a record or any name), the service from the price list and the staff member.
The list follows the order of arrival, with the time and the estimated wait: the sum of the durations of those ahead, divided by the people on duty at that moment. Without staff hours the estimate does not appear.
“Call” creates the appointment now, with the service’s duration and price and the staff member; “Remove” takes out anyone who is no longer waiting. The next day the queue starts empty; how many came through the queue is in Revenue and figures.
To do today
Under the day, “To do today” gathers the messages to send: the reminder to anyone with an appointment tomorrow, birthday wishes, deadlines coming up, the freed slot for people on the waiting list, the review request the day after a visit, the reminders you set on records and the next step of deals set for today.
Each item opens WhatsApp or email with the text already written: you do the sending. “Done” takes it off the list. The texts are changed in Settings → Messages.
Tasks
“Today’s tasks” lists the staff’s things to do. “I’ll do it” takes an unassigned task; the circle marks it done and it stays on record who did it. A task with a time also appears among the appointments.
You create one with “New”, choosing “Task” at the top: title, repeat (once, daily, weekly, monthly, yearly), who it is assigned to, linked client and notes. The full list is in Settings → Tasks.
Booking requests
With online booking on, requests arrive at the top of the diary as “To confirm”, with a notification. “Confirm” creates the appointment and prepares the reply on WhatsApp; “Decline” prepares the message with the link to the other free times. The whole staff sees them and confirms them.
Who’s in
If the staff have hours or shifts, the top of the diary shows who is on duty and who is on holiday or leave. If you book an appointment outside working hours, or with an absent person, the app points it out.
On a computer
On a wide screen the diary, client records and products open in side-by-side columns. The “+” at the bottom opens another day, a client or a product. On a phone the open cards are in the “Cards” button, at the bottom left.
| N | new appointment |
|---|---|
| 1 – 5 | Diary, Clients, Chat, Stock, Settings |
| Ctrl+K or / | search clients and products |
| ← → | previous day and next day |