Creating an Appointment in FlexBookz

Introduction

Creating appointments in FlexBookz lets you schedule client visits, manage staff assignments, and keep your calendar organized across locations. Whether you are booking a scheduled service for a returning client or recording a walk-in, the New Appointment workflow provides the controls you need to set the service, assign staff, pick a date and time, and add notes or internal instructions.

How it Works

The New Appointment feature is accessible from the FlexBookz dashboard and is designed for quick, accurate booking. Appointments can be created for registered customers or as walk-ins, assigned to specific staff members, and scheduled inside or outside standard working hours (administrators may book outside of working hours if needed). Bookings update the calendar in real time and can trigger automated notifications via email, SMS, or WhatsApp if configured.

Core concepts

• Customer – An existing client record or a walk-in entry.

• Service – A service from your Services list, including duration and price.

• Staff Member – The team member who will perform the service; availability is checked against their schedule.

• Time Slot – A specific start time; slots respect staff availability and business hours unless an admin overrides.

Step-by-Step Guide

1. Open the Appointments section from the left-hand menu in your FlexBookz dashboard.

2. Click the + New Appointment button. A modal titled New Appointment will open.

3. Complete the appointment form with the required fields:

   • Customer: Choose an existing client from the dropdown or select Walk-in Customer when no record is needed.

   • Service: Select the service (for example, Men’s Haircut – €20.00 (30 min)).

   • Staff Member: Pick a specific staff member or choose First available staff member to let the system assign automatically.

   • Date: Select the appointment date using the date picker.

   • Time Slot: Choose an available time slot. Slots marked Outside working hours are available only to administrators unless you change staff working hours.

   • Notes: Add any client requests or internal notes for staff.

   • Additional options: If your business uses multi-service bookings or POS integration, attach add-on services or product sales as required.

4. Click the Book Appointment button to confirm the booking.

5. After saving, you will see a confirmation message and the new appointment appears in the appointment list and calendar. Typical confirmation text appears like:

   'Appointment created successfully.'

Quick example

Booking a typical service for a returning client:

1. Select customer: Jane Doe.

2. Choose service: Deep Tissue Massage – €45.00 (60 min).

3. Assign staff: Emily (or select first available).

4. Pick date: 2025-11-05 and time slot: 10:00 AM.

5. Add notes: 'Prefers firm pressure; avoid left shoulder.'

6. Click Book Appointment. The appointment appears in the calendar and will trigger reminders if enabled.

Tips & Best Practices

• Keep services and staff active: Before booking, ensure the service is marked as active and that the staff member is assigned to that service in Services and Staff settings.

• Use Walk-in mode: For clients who arrive without prior booking, select Walk-in Customer to record the visit without adding a permanent client record.

• Leverage calendar view: Use the Calendar View to manage daily and weekly schedules visually; drag-and-drop to reschedule when necessary.

• Record helpful notes: Use the Notes field for allergies, preferred stylist, or product recommendations—these help improve client experience and reduce follow-up queries.

• Enable reminders: Turn on automated SMS/email reminders in Settings to reduce no-shows and keep clients informed.

• Manage staff availability: Keep staff time-off and working hours up to date in Staff Schedules to avoid double bookings.

• Admin overrides: Administrators can book outside normal hours when needed; use this sparingly to avoid staff scheduling conflicts.

Troubleshooting

• Service not showing: Verify the service is active in Services. If the service is inactive, reactivate it before booking.

• Staff not listed or unavailable: Check that the staff member is assigned to the service and has working hours on the selected date. Confirm they have not marked time-off.

• No available time slots: Confirm business hours in Company Settings → Working Hours. Enable admin booking if the appointment must fall outside normal hours.

• Appointment won't save: Ensure all required fields are completed. If the problem persists, try refreshing the page, clearing your browser cache, or checking your network connection.

• Reminders not sent: Verify that notification integrations (SMS, email, WhatsApp) are configured and that the client has valid contact details on file.

If you need more help, contact FlexBookz support or consult the administrator guide for configuration steps related to business hours, staff roles, and notification setup.