Appointments are the operational heart of Booking.
Appointments is the main operational list for reviewing customer bookings, their timing and current state.
Appointments are the operational record staff fulfil. They bring together the customer, service, assigned staff, date/time, status, price/payment state and related actions. Use the list for daily work; use the detail when changing something that affects the customer or the schedule.
Appointment status and payment status are different. A cancelled appointment can still require a refund decision, and a completed appointment can still have an outstanding balance. Keep both states accurate rather than using one as a shortcut for the other.
Service duration/padding and Staff availability determine whether a slot should be valid. Notifications can react to appointment events. Payments and refunds flow through TruPayments. Invoices summarize the commercial record.
Rescheduling can consume a different staff slot; cancellation can release capacity and may create a refund request according to policy. Status changes can trigger operational notifications, so update them only when the real-world state changes.
Open Booking → Appointments.
This is the operational main operational record for an individual booking. Use Service/Staff/Customer/Starts At to identify the appointment, Status to understand the service lifecycle, and Payment Status separately for money. Open the record before changing time/staff/status because those changes can affect availability, notifications and payment/refund follow-up.
Use the tables below when you need the exact meaning of a field, column, filter or action. Read the workflow and dependency sections above first so each option is used in the right context.
| Column | Use |
|---|---|
| Number | Shows the number value recorded for each row. |
| Service | Shows the service value recorded for each row. |
| Staff | Shows the staff value recorded for each row. |
| Customer | Shows the customer value recorded for each row. |
| Starts At | Shows the starts at value recorded for each row. |
| Status | Shows the record’s current status so you can tell whether it is active, available, or still in another workflow state. |
| Payment | Shows the payment value recorded for each row. |
| Field / option | Use |
|---|---|
| Category | Associates the record with a category. |
| Service | Selects the Booking service this record relates to. |
| Staff | Selects the staff/provider who can perform or is assigned to the service/appointment. |
| I'm available on or after | Sets the starting date used when searching for available appointment slots. |
| Time Window | Restricts slot searching to the selected preferred time window. |
| Booking Type | Chooses the supported booking pattern, such as single, recurring, chain, package, collaborative, or compound. |
| Recurrence Frequency | Chooses how often a recurring appointment repeats. |
| Repeat Every | Sets the interval between recurring appointments. |
| Occurrences | Sets how many repeated appointments should be created. |
| Recurrence Until | Sets the end date for a recurring appointment series. |
| Chain Services | Defines the ordered sequence of services in a chain booking. |
| Package | Selects the service package being used for a package booking. |
| Service Extras | Adds optional configured extras to the booking. |
| Quantity | Sets the quantity for the related extra or item where quantity is supported. |
| Available days | Limits the appointment slot search to selected weekdays. If none are selected, the admin booking form can search the next available calendar days instead. |
| Sunday | Includes Sunday when the administrator narrows the available-day search for an appointment. |
| Monday | Includes Monday when the administrator narrows the available-day search for an appointment. |
| Tuesday | Includes Tuesday when the administrator narrows the available-day search for an appointment. |
| Wednesday | Includes Wednesday when the administrator narrows the available-day search for an appointment. |
| Thursday | Includes Thursday when the administrator narrows the available-day search for an appointment. |
| Friday | Includes Friday when the administrator narrows the available-day search for an appointment. |
| Saturday | Includes Saturday when the administrator narrows the available-day search for an appointment. |
| Available Slots | Selects from availability returned by the Booking slot search. |
| Customer | Selects the Booking customer connected to this appointment or record. |
| Country | Selects the country associated with the address, zone, or tax rule. |
| Status | Sets the current workflow state of the record. |
| Payment Status | Records the payment state associated with the booking. |
| People Count | Sets the number of attendees when group/capacity booking is enabled. |
| Subtotal | Records the amount before discount and tax totals. |
| Discount Total | Records the total discount applied. |
| Tax Total | Records the total tax applied. |
| Total | Records the final total for the record. |
| Payment Method | Selects the TruPayments payment method used for the transaction/booking. |
| Gateway | Selects the payment gateway/handler behind the chosen payment method. |
| Notes | Stores general notes associated with the record. |
| Admin Notes | Stores internal administrator notes shown in the Booking administration workflow. |
| Coupon Code | Applies or records a Booking coupon code when eligible. |
The create screen supports Category, Service, Staff, preferred date/time window, booking type and recurrence controls, chain services, packages, service extras/quantities, available days/slots, Customer, Status, Payment Status, pricing totals, Payment Method/Gateway, notes, admin notes, and Coupon Code. Use Find Slots before saving when a time must be selected.