When you need it
- A client phones to book an initial consultation.
- Someone walks in and you want the time in your diary.
- You are moving bookings from a paper diary or another system.
Before you start
- The service must be in a booking set-up, or it isn't offered here. See Add a service.
Step by step
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Open CaliDiary → Appointments. The Overview tab is your appointments diary.
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Press Add booking, at the top right next to Download spreadsheet.
[Screenshot to come] It will show: The appointments diary toolbar with the filters, Day (by person) / Week / List, Download spreadsheet and the Add booking button at the top right, with two bookings in today's column.The appointments diary with the Add booking button (Appointments → Overview) -
Choose the Service, such as “Initial consultation”. When more than one person does it, choose who it is With, or Anyone free.
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Choose the Date. The free times show as buttons: press the time the customer wants.
[Screenshot to come] It will show: The Add booking window: Service “Initial consultation”, a date chosen, the free-time buttons with 10:00 selected, Customer name “Morgan Ellis”, and the note “Bookings you add are confirmed straight away, and can use any free time.”The Add booking window with a service, a date and a free time chosen (Appointments → Overview → Add booking) -
Type the Customer name, and their Email (optional) and Phone (optional) if you have them. Add a Note (optional) if it helps.
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Press Add booking. You see Booking … added. with its reference, and the booking is in the diary.
Tips
- Bookings you add are confirmed straight away and can use any free time: your minimum notice doesn't apply.
- When you give an email address, the customer is emailed their confirmation. Without one, nothing is sent.
- On the main CaliDiary → Overview, Add booking first asks What kind?: an appointment, a class or an event.
- On Solo and Pro, if the customer has a pass or membership that covers the service, choose it under Paid with and type their code.
Common problems
“No free times on this date.”
Nobody who does the service is free that day. Try another date or person, or check business hours, special dates and time off.
“Add a service to a booking set-up first.”
Your services aren't in a booking set-up yet. Edit the service and choose its Booking set-up.
“Choose a time.” or “Enter the customer’s name.”
Press one of the time buttons, and type at least the customer's name, before pressing Add booking.
I moved a booking and the customer wasn't told
When you move a booking, CaliDiary reminds you that the customer isn't told automatically yet: let them know yourself.