Appointment Viewer
Available on: Desktop · Web · Phone
In Setup Appointments, open the menu and double-click Appointments › Appointment Viewer. It usually opens by itself when you start Setup Appointments.
The Appointment Viewer is the salon's diary: every stylist's bookings for the day, the week or the month, in colour, with the times the branch is open. You book, move, check in and complete appointments from here.
Where this page says Stylist — for example Refresh Stylists or Stylist... — the screen uses the Agent Caption set in Configuration.
Reading the diary
Stylists run across the top, each with their photo if one has been added (see Link Images). Pause on a stylist's heading for their details.
Times run down the side, in 5-minute steps in the Day and Work Week views.
Each appointment is a coloured block showing the fields chosen in Configuration › Customize Appointment Display — out of the box, the service group and the service. Pause on it for the full details.
Times outside the branch's opening hours are shaded. With Use Employee Wise Attendance on, times when a stylist is on leave, off shift or on holiday are blocked out too, and a holiday shows its name at the top of the day.
Colours
Light green
Unconfirmed — booked, not yet confirmed
Green
Confirmed
Purple
Lobby — the client has arrived and is waiting
Yellow
CheckedIn — the service has started
Light blue
Completed
Red
Canceled
The bar at the bottom shows how many appointments of each status are on screen and the total number of lines. Close, at the bottom right, closes the Appointment Viewer tab.
Changing what you see
Today
Jumps to today
Go to Date
Jumps to a date you pick
Day · Work Week · Week · Month · Timeline
Changes the view. The view in use is highlighted
By Stylist / By Date
Out of the box the diary is grouped by date (each date, then its stylists) and the button reads By Stylist. Click it to group by stylist (each stylist, then their dates); it then reads By Date
Work time only
Hides the hours the branch is closed
Refresh
Reloads the appointments
Current / Canceled
Shows every appointment except cancelled ones (completed ones included), or only the cancelled ones
Past / Hide Past
Shows or hides appointments from earlier days (today's are always shown)
Refresh Stylists
Reloads the stylist list — use it after adding a stylist or a photo
Search Appointment
Finds a client's next appointment (see below)
Only so many stylists fit on screen at once — 10 in the Day view, 5 in Week and Timeline, 2 in Work Week, 1 in Month. Use the diary's stylist navigation buttons to page through the rest.
Your choices are remembered. The view, the grouping, Work time only and whether the side panels are open are saved for you and come back next time.
The Filters panel
The panel on the left (open or close it with << / >>) narrows the diary down.
Customer...
Show only these customers' appointments — pick one or several
Stylist...
Show only these stylists — including appointments where they are an extra stylist
Status
Show one status only, or All
Today only
Show today only
Clear Filters
Show everything again
Below the filters is a list of the appointments on screen — Customer, Service, Service Description, Start, End, Duration, Status, Stylist and Cost. Click one and it is selected in the diary; select one in the diary and it is selected in the list. Display By narrows the list by Customer, Stylist or Status without changing the diary.
When a filter is on, the counts at the bottom say (filtered).
Example — who is still waiting? It is a busy Saturday. Set Status to Lobby and tick Today only: the diary shows only the clients waiting in the lobby right now, and the list shows how long each has been booked for. Click Clear Filters to go back to the full day.
Search Appointment
Click Search Appointment (on the toolbar) and pick a customer. The diary jumps to that customer's next open appointment from today on — whatever date it is on — and clears any filter that would hide it. If they have none, you are told so.
Not to be confused with the Appointment Search window, which is used to pick bookings when attaching or merging — see Time Slot Finder and Appointment Search.
Example. Mrs Kapoor phones: "When is my next appointment?" Click Search Appointment, pick Kapoor, and the diary jumps to Thursday 3:30 PM with her facial selected.
The calendar (desktop)
A small calendar sits beside the diary on the desktop. Click a date to go to it. Fold it away with its own <<.
Working in the diary
Booking
Double-click a free time in a stylist's column to book a new appointment there. The first service you add goes straight to the stylist you clicked, at their first free time that day.
Right-click a free time for more choices:
New Appointment
Create Appointment at that time
New Walkin
A walk-in job slip starting 5 minutes after the time you clicked
New Grouped Appointment
One service for several clients together
Merge Existing Appointment
Combine existing single bookings into one group
An appointment cannot start in the past, or at or after the branch's closing time for that day — the diary tells you the closing time.
Changing an appointment
Double-click an appointment to open and change it. (For a grouped appointment, right-click it and choose Open Grouped Appointment.)
Drag it to another time or stylist to move it, or drag its edge to make it longer or shorter. The new time is checked when you let go; if the stylist is not free, it goes back where it was.
Right-click it for:
Open / Open Grouped Appointment
Opens the appointment, or the group it belongs to
Set Status As
Changes the status — see Appointment Status and Cancellation
Delete
Deletes the appointment, after asking. If its status does not allow it, you are told "Invalid appointment status!"
Move to Date
Moves it to another date at the same time and stylist
Link Other Agents
Adds extra stylists to the service, with their commission
Example — two stylists on one service. A bridal make-up needs Anita and an assistant, Sana. Book it with Anita, then right-click it, choose Link Other Agents, click Add Agent(s) — only stylists free at that time are offered — pick Sana and type her COMMISSION. The appointment now also appears in Sana's column, and her commission is recorded with the service.
Example — moving to another day. Arjun cannot make Monday 11:00 AM and asks for Wednesday at the same time. Right-click the appointment, choose Move to Date, pick Wednesday: it moves to Wednesday 11:00 AM with the same stylist, and the diary goes to Wednesday so you can see it.
A linked extra stylist's copy can only be moved in time, not to another column; move the main appointment instead.
On the web
Tap (or click) an appointment or a stylist's heading for its details.
Right-click on a computer, or long-press on a phone, for the menus above.
Search Appointment is inside the Filters panel.
On a phone there is no dragging: long-press › Move or Change Length, then tap the new slot. See Using Appointments on the Web and Phone.
The Filters panel opens on the right, and there is no separate calendar — use the date picker at the top of the diary.
The stylist pager < n-m of N > at the bottom right moves between stylists; + / - shows more or fewer at once.
The diary keeps your place in the day when you change date or view, or come back from a bill.