When you need it
- You want to see who is seeing which client today.
- You have requests waiting for you to accept or decline.
- You want to see which bookings still need paying.
Step by step
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Open CaliDiary → Appointments. The Overview tab opens on your diary.
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Choose a view: Day (by person) has a column for each team member, Week shows seven days and List shows the bookings one after another. CaliDiary remembers your choice.
[Screenshot to come] It will show: Day (by person) with three columns (Alex Morgan, Priya Shah, Sam Reid), the Person filter on Everyone, the filters Upcoming / Requests (1) / To be paid / Past / Cancelled, the arrows and Today.The diary for one day with a column for each team member (Appointments → Overview (Day by person)) -
Use the arrows to go to the day (or week) before or after, or Today to come back.
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With more than one person, choose someone under Person to see only their bookings, or Everyone.
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Narrow the list with the filters: Upcoming, Requests (with the number waiting), To be paid, Past and Cancelled.
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Select a booking to open it. In the booking window you can:
- Accept or Decline a request;
- Move it to a new date and time, or Cancel booking;
- after it has started, Mark as completed or They didn’t come;
- Mark as paid in its Payment section.
[Screenshot to come] It will show: The booking window for a request: When, Service, With, Status, Customer, Reference, with Accept, Decline, Move and Cancel booking, and the Payment section with Total and Mark as paid.A booking window with Accept, Decline, Move and the payment section (Appointments → Overview → booking window) -
Press Close when you are done. Download spreadsheet saves the bookings shown as a spreadsheet.
Tips
- The Free and Solo plans are for one person, so Day (by person) has one column and there is no Person filter. Pro has a column for every team member.
- Bookings with no one chosen are in a column called No one chosen.
- An empty day offers Go to the next booking, so you don't have to click through empty days.
- Appointment notes in the booking window are only for staff: customers never see them.
- The main CaliDiary → Overview shows every kind together (appointments, classes and events), with a Kind filter.
Common problems
“Nothing on this day for this filter.”
Check the filter at the top: Requests or To be paid show only some bookings. Choose Upcoming to see everything to come.
I can't see Accept or Move on a booking
Accept and Decline show only for requests. Move shows only before the booking starts.
I can only see one column
Either one person takes bookings, or your plan is Free or Solo (one person). Add people on Pro: see Add a team member.