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Booking appointments for clients with Scheduling

This guide covers how to schedule, change, or cancel appointments for clients from your site's Scheduling panel. To see your clients' online booking experience, visit How clients book appointments

Before you begin

Before booking appointments, you'll need to:

Schedule an appointment

To schedule appointments for clients:

  1. In the Home menu, click Scheduling, then click Appointment Calendar.
  2. Above the calendar, click New.
  3. Select an appointment type.
  4. If you have multiple calendars, select a calendar.
  5. Choose a date and time. To choose a date and time outside of your availability, click Custom. If you choose a date and time outside of your availability, Scheduling displays a warning, but doesn't prevent you from scheduling the appointment. To create a repeating appointment, click Recurring.
  6. Enter your client’s contact information. Include an email address to send the client email notifications about the appointment.
  7. Click Schedule Appointment or use the arrow to select Schedule, but don’t send confirmation email.

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  1. After scheduling, a summary of the appointment will display. From here, you can add notes, edit details, or take payment.
  2. Click Save, then click Close.

Reschedule appointments

To reschedule a single appointment:

  1. In the Home menu, click Scheduling, then click Appointment Calendar.
  2. Click the appointment summary under the calendar.
  3. Click Reschedule.
  4. Choose a date on the calendar, then choose a new time. To choose a date and time outside of your availability, click Custom.
  5. Click Reschedule Appointment or use the arrow to select Reschedule, but don’t send email.
  6. After rescheduling, you can add notes to the appointment or take payment.
  7. Click Save, then click Close to return to your appointment calendar. 

To reschedule a client's non-class appointments in bulk:

  1. In the Home menu, click Scheduling, then click Clients.
  2. Click on the client's name.
  3. Check the boxes next to the appointments you'd like to reschedule, then click Reschedule Selected.
  4. Use the menu to decide the appointments' new times. If the appointments are all at the same time on the same day of the week, choose a new time and day of the week. If they aren't, choose whether you want to add or subtract time, and how many days and minutes you want to add or subtract.
  5. Click Reschedule Appointments, or use the arrow to select Reschedule, but don't send confirmation email.

To reschedule class attendees in bulk:

Note: You need to have at least one upcoming group class session to be able to reschedule class attendees in bulk.
  • In the Home menu, click Scheduling, then click Appointment Types.
  • Click on the group class appointment type, then click the group class session on the right.
  • Check the boxes next to the attendees you want to reschedule, then click Reschedule Selected.
  • Use the drop-down menu to select the new class session, then Click Reschedule Appointments, or use the arrow to select Reschedule, but don't send confirmation email.

Edit an appointment

To change other appointment information, such as the client’s name or email address, or to add internal notes:

  1. In the Home menu, click Scheduling, then click Appointment Calendar.
  2. Click the appointment summary under the calendar to open its details.
  3. Click Edit.
  4. Update the fields you want to change.
  5. Click Save, then click Close.

If you change the client’s email address, you can click the Resend Confirmation Email button above the appointment details to send a confirmation to the new address. 

Cancel an appointment

You can cancel appointments for clients by individual appointment or in bulk. After cancelling, you may want to charge a no-show fee or refund the client, depending on your policies. 

To cancel a client's appointment:

  1. In the Home menu, click Scheduling, then click Appointment Calendar.
  2. Click the appointment summary under the calendar.
  3. Click Cancel.
  4. Check Mark as no-show and/or Send email to client, if applicable. If you choose to send an email, you can add a message.
  5. Click Cancel Appointment.
Tip: To cancel just one attendee in a class, click on their name to bring up their individual details, then follow steps two through five above.

To cancel a client's appointments in bulk:

  1. In the Home menu, click Scheduling, then Clients.
  2. Click the client’s name.
  3. Scroll down the list of appointments and check the boxes next to the appointments you want to cancel.
  4. Click Cancel Selected.
  5. Click Yes, cancel appointments or Yes, but do not email client.

View canceled appointments

While it's not possible to undo cancelling appointments, you can still view the appointment details.

If you know the client's name, click Client List, then the client's name, to bring up a list of all the client's appointments, including canceled appointments.

If you don't remember the client's name, use reports to find the canceled appointment:

  1. In the Home menu, click Scheduling, then click Reports.
  2. Use the Date Range and Calendar drop-down menus to limit your search if possible.
  3. Use the Show drop-down menu to choose All canceled appointments, then click Show.
  4. Click View appointments to see a list of canceled appointments that meet your search criteria.
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Booking appointments for clients with Scheduling