> For the complete documentation index, see [llms.txt](https://kb.logicerp.com/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://kb.logicerp.com/logic-erp-learning-hub-tutorials-and-best-practices/billing/setup-appointments/appointments/creating-and-changing-appointments.md).

# Creating and Changing Appointments

**Available on:** Desktop · Web · Phone

Appointments are made and changed in the **Create Appointment** window. Open it from the **Appointment Viewer**:

* **Double-click a free time** in a stylist's column, or right-click it and choose **New Appointment**, to book a new appointment.
* **Double-click an existing appointment**, or right-click it and choose **Open**, to change it.

## The window

### **Top: who and when**

| Field                        | What it is                                                                                                                                                 |
| ---------------------------- | ---------------------------------------------------------------------------------------------------------------------------------------------------------- |
| **Prefix** and **Number**    | The appointment number. Pick or type a prefix; the next number for it fills in when you pick it or move on. The prefix you used last is offered next time. |
| **Date** and **Time**        | When the appointment starts — filled in from the time you clicked. Times are in 5-minute steps.                                                            |
| **Select / Change Customer** | Picks the client. Their details and **balance** show beside it; **Ledger** opens their account.                                                            |

If you start a new appointment without a customer, the customer search opens first.

### **Left: choosing services**

The **Service Groups** tree lists your service groups — type in the box above it to find one. Pick a group to list its services. Three buttons switch the list:

| Button                | Lists                                                                                                                 |
| --------------------- | --------------------------------------------------------------------------------------------------------------------- |
| **Available**         | The services in the chosen group — Item Code, Service Name, Pack (its size or variant) and Rate                       |
| **Previous Services** | What this client has had before — service, date, status, stylist and cost — handy for *"the same as last time"*       |
| **Packages**          | The client's packages and how many services are left on each. This list opens by itself when the client has a package |

The button in use is highlighted.

### **Bottom: Selected Services**

Each service you add becomes a line with its **Service**, **Stylist**, **Start**, **End**, **Cost**, **Status**, **Group**, **Customer** and **Other Agents**.

## Booking step by step

1. Pick the customer.
2. Pick a service group, then a service from the list, and click **Add Service**.
3. The **Stylist Selection** window lists the stylists who can do that service, with the **Date** and **Time** each is next free from the appointment's start time — the client's **preferred** stylists first, then those the client has **recently** visited, then everyone else available. Pick one and click **OK**.
4. The service is added to **Selected Services** with its start and end time.
5. Add more services the same way.
6. Click **OK** to save.

If you opened the window by clicking in a stylist's column, the **first** service goes straight to that stylist, at their first free time that day, without the Stylist Selection window.

> **Example — a haircut and a hair spa.** Riya wants a 45-minute haircut and then a hair spa. You double-click Anita's column at 12:00 PM. Pick *Haircut* › **Add Service**: it goes to Anita, 12:00–12:45. Pick *Hair Spa* › **Add Service**: the Stylist Selection shows Anita and Meera free from **12:46 PM** — Riya cannot be in two places at once, so nobody is offered before her haircut is over. Pick Anita: the spa runs 12:46–1:31. Click **OK**, and both appear in Anita's column.

Times that touch count as a clash, so a service that follows another starts a minute after it ends.

If no stylist is free before the branch closes that day, you are told *"No stylist is free … to the end of the branch shift"*.

### **The client's sex**

Service times and rates can differ for men and women. If the client's sex is not recorded and **Default Customer Sex** in Configuration is *Prompt For Customer Sex*, you are asked once — *Male* or *Female* — for that client.

## Packages while booking

When the client has a package, the **Packages** list shows each package service with its **Count** and how many are **Pending**. Pick a package line and click **Add Service** to use one of them.

* A package with nothing left — *"No more service left for assign."*
* An expired package — *"Package is expired!"*
* A package not paid up enough to cover this service (unless *Allow Package Use Without Balance* is ticked) — *"Insufficient package payment amount!"*. On an appointment you are asked whether to book anyway; on a walk-in job slip you are offered the payment window. After paying, pick the service again to add it. See [Customer Packages](/logic-erp-learning-hub-tutorials-and-best-practices/billing/setup-appointments/packages/customer-packages.md).

If the client has a **value package** (an amount to spend rather than a number of services) with money left, adding an ordinary service asks *"Pending Value Based Packages exist.. Add Service to existing Package..."*. Choose **Yes**, pick the stylist, then in **Add Service to Value Package** pick the package and click **Add Service**. The service is added to that package and the **Packages** list opens — pick it there and click **Add Service** to book it. See [Value Packages and Discount Coupons](/logic-erp-learning-hub-tutorials-and-best-practices/billing/setup-appointments/packages/value-packages-and-discount-coupons.md).

**Remove from Package** takes an unused service back out of a value package.

> **Example.** Kavya has a *10 Hair Spa* package with 6 pending. Click **Packages**, pick the *Hair Spa* line and **Add Service**: the spa is booked against her package rather than charged separately, and after you save, her package shows one service fewer pending.

## Extra stylists and removing a service

* **Other Agents** — adds further stylists to the selected line, each with a **COMMISSION**. Only stylists free at that time are offered. A stylist with 0 commission is refused unless *Allow Other Agent With Nil Commission* is ticked in Configuration.
* **Delete Service** — removes the selected line, after asking. On an appointment a line can be removed while it is *Unconfirmed*, *Confirmed* or in the *Lobby*; on a walk-in job slip, while it is *CheckedIn*.

## Saving

Click **OK**. Before saving, the time of every service you added is **checked again**: if someone else has booked that stylist at that time while you were working, you are told which service and stylist clashed — *"Time slot conflicts! … is no longer free."* — and nothing is saved. Pick another time and try again.

A new appointment starts as **Unconfirmed** (light green in the diary).

**Cancel**, or closing the window, asks *"Are you sure you want to cancel?"* before throwing away your changes.

## Changing an appointment

Open it from the diary. You can add and remove services and add extra stylists. To give a service to another stylist, drag it to their column in the diary. The **number, date, time and customer cannot be changed** once an appointment is saved — to move it, drag it in the diary or use **Move to Date**.

On a **new** appointment you can still switch to a different client with **Select / Change Customer**; if services are already added you are warned *"Proceeding will erase all currently selected appointments! Continue?"*.

## Two services at the same time

A client normally cannot be booked twice at the same time — the next free time is offered instead, as in the example above. If your salon does two services at once (a manicure and a pedicure, say), tick **Allow Parallel Client Appointment** in Configuration.

## On the web

The same window opens full screen over the diary. On a phone it shows the appointment details as a **card** at the top, with two tabs beneath — **Services** to choose from and **Selected (n)** for what has been added — and the buttons in each section's heading. If you close the page by mistake while it is open, reopening Setup Appointments brings it back.


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