Printed from https://zeropos.shop/help/manage-appointments
Look after appointments: find, mark done or no-show, cancel
Find any appointment in the list, mark it done or a no-show, or cancel it. Cancelling frees the time and any gift voucher held for it.
Owners can change what each role may do.
Two screens show the same bookings. BACKOFFICE › Treatments › Appointments lists them as rows, which is easiest for “who is coming” on a phone. BACKOFFICE › Treatments › Calendar lays them out by day, and that is where you mark them done or cancel them. A no-show, and who does each appointment, can be set on either.
Steps
Find an appointment
- Step 1
- Step 2
Pick a tab: Upcoming, Past, Cancelled, No-shows or All.
- Step 3
Type a name, phone number or treatment in the search box to narrow the list.
Mark it done, cancel it or move it
- Step 4
Open BACKOFFICE › Treatments › Calendar and go to the appointment's day.
- Step 5
When the treatment is finished, tap Done on the appointment.
- Step 6
To cancel it, tap the bin (Cancel appointment) on the appointment.
- Step 7
To move it, cancel it and book the new time: Book an appointment.
Mark a no-show, or undo one
- Step 8
Once an appointment's start time has come and the customer hasn't, tap No-show on it in BACKOFFICE › Treatments › Calendar, or on its row in BACKOFFICE › Treatments › Appointments (under Upcoming until its time is over, then under Past).
- Step 9
The appointment stays on its day, highlighted in amber, and moves to the No-shows tab.
- Step 10
Marked the wrong one, or the customer turned up late? Tap Undo no-show in BACKOFFICE › Treatments › Calendar or under No-shows in the list. It is booked again, exactly as it was, and then you can mark it Done.
Choose or change who does it
- Step 11
Open the appointment's day in BACKOFFICE › Treatments › Calendar, or find it in BACKOFFICE › Treatments › Appointments.
- Step 12
On an appointment still scheduled, pick the person under Assigned staff, or in the Staff column of the list. It saves at once.
- Step 13
Pick — Anyone — to leave it open again.
What happens next
- Done greys the appointment out in the calendar and shows it as done at the till under Booked in today. It charges nothing: payment is a sale at the till, Treatments at the till: today's bookings and treatment gifts.
- Cancelling frees the time for someone else and gives back any gift voucher that was held for the booking.
- The Booked column says whether the customer booked Online or the shop booked them In shop.
- A no-show charges nothing and refunds nothing. Like cancelling, it gives back any gift voucher held for the booking. Undo no-show holds that same voucher for the booking again, unless it has been used or booked for another visit since: then the visit is paid at the till like any other.
- A no-show's time is free again: the calendar shows it as free time, online booking offers it, and the day's count leaves it out.
- Changing who does an appointment moves nothing else: its time, its room and any gift voucher held for it stay as they were. Nobody can be given two appointments at the same time (Treatment rooms and who does each treatment).
What each status means
scheduled: booked and still to happen. completed: marked Done. cancelled: cancelled by the shop, or by the customer with the link in their confirmation email.
No-show: the customer didn't come. Only an appointment that is still scheduled and whose time has come can be marked. The till's Booked in today list and the customer's own page show it too.
A no-show frees any gift voucher held for the booking, so the customer can use it another day. Done and cancelled are final: a cancelled booking is booked again from scratch, and a booking marked Done cannot be cancelled.
Questions
Can customers cancel or change their own booking?
How do we hear about new online bookings?
Can I set the shop's opening hours?
What does “Reminder sent” under an appointment mean?
If you see this…
On screen
No appointments here
What to do
Nothing matches this tab and search. Clear the search box, or try All.
On screen
This appointment has not started yet, so it cannot be a no-show.
What to do
Wait for its start time. If the customer has told you they aren't coming, cancel it instead.
On screen
That time has gone to another booking since, so this one cannot go back in the diary.
What to do
Someone was booked into that time after the no-show was marked. Leave it as a no-show, or move the other booking first.
On screen
Back in the diary as booked. Its gift voucher has been used or booked for another visit since, so this one is paid at the till.
What to do
The voucher went back to the customer when the no-show was marked, and has been used since. Take payment for this visit at the till as usual.
On screen
Ana already has another appointment at that time.
What to do
That person is doing another treatment then, at this shop or another. Pick someone else, or another time.
On screen
Ana has another appointment at that time now, so this one cannot go back in the diary.
What to do
The person on this appointment was given that time after the no-show was marked. Give the other appointment to someone else under Assigned staff, then tap Undo no-show again.