Calendar, New Appointment & My Day

Use the day calendar, create an appointment with the full form, inspect appointment details, and run a linked staff member's schedule.

Use Calendar to manage a store's scheduled appointments. A staff-only account sees My Day at the same route, limited to appointments assigned to its linked team-member resource.

Open the appointments workspace

Screen: In the classic admin sidebar, go to Sales & Orders → Appointments. In the new admin sidebar, go to sell. → Appointments. The workspace opens at /appointments and includes the Calendar, Offerings, Team & Resources, and Settings tabs for administrators.

Work with the day calendar

The header's Previous day, Next day, and Today controls change the selected date. Immediately after Today sits a Jump to now button (the pin icon) — shown only in Day and Week views; Month has no scroll-to-now concept, so it has no button there at all. On Day, selecting it while today is the selected date scrolls the timeline back to the current-time line; on Week, when today falls inside the displayed week, it scrolls the week grid to the current hour instead. If the calendar isn't showing today at all, selecting Jump to now navigates to today first — the scroll itself then happens automatically once today's date loads, the same effect that already centres a freshly-opened Day or Week view on the current time. This button is separate from the pinned Now chip described next, which only ever appears on Day, and only once the now-line has scrolled off the visible timeline — Jump to now is always present on Day and Week regardless of scroll position. The page refreshes its appointment data every 30 seconds. On the current date, the grid initially moves toward the current time; when the current-time line is beyond the horizontal viewport, select the Now chip to return to it. Changing the selected date this way also closes an open appointment detail panel, if one is open — the panel is scoped to whatever day you were looking at when you selected it.

Use the Day, Week, and Month buttons to switch how the calendar is laid out. Switching views keeps your current source filter and resource data in place — only the layout changes. Nothing changes about how the underlying appointment data is fetched from your point of view: the page automatically widens its request to cover whichever range the active view needs (a week, or the full visible month grid) instead of only ever loading a single day.

Day-money bento

Above the grid, a single card with six cells summarises the selected day for administrators — Day view only, it does not appear in Week or Month (this card also does not appear on My Day for a staff account — see below):

Collected, due at counter, and unsold time are computed by the server from the day's real orders, payments, and resource availability — never guessed on the page. While that request is in flight, those three cells show a — placeholder instead of a fabricated ₹0; if the request fails, they show unavailable. A background refresh (the same 30-second poll as the rest of the page) keeps showing the last good figures instead of flashing back to the placeholder. Booked, no-show, and unassigned are counted directly from the appointments already on the page, so they display immediately regardless of the money cells' state. Deposit owed is also server-derived from the same response as the money cells, but it has no loading or error state of its own — instead of showing a placeholder, the cell simply isn't there yet; once the figures are ready it appears already showing the real amount, and a genuine ₹0 (deposit configured, fully collected) still renders rather than the cell disappearing.

A booking counts as deposit-configured when its order records a deposit above zero. That amount comes from the offering's effective Deposit policy: its saved policy, or the store's positive Default deposit (₹) when the offering's policy is unset.

The grid below has a lane for each resource and a final Unassigned lane. Select a booking capsule to open its details. For an appointment with multiple service lines, its capsule can show busy sections and labelled FREE [minutes] gaps between them. When two or more bookings in the same lane overlap in time, their capsules split into stacked rows inside that lane so each one stays visible and selectable; with three or more stacked, the busy and FREE sections are hidden to keep the names readable. If a booking starts or ends outside the store's usual hours (for example a 2:33am appointment), the hour axis automatically widens to include it instead of squeezing it into the edge of the normal range.

When the selected day has no appointments, use New appointment in the empty-state message. The fixed New booking and In person buttons also open the compact composer. In person opens it with Add contact details on; New booking opens it with the switch off. You can also double-click empty space in a lane to open the composer with that resource selected — the resource's lane becomes the composer's preselected Team member. The composer also preselects the time you clicked: once you choose a Service (times only exist as server-generated slots for a chosen service, so this cannot resolve before then), the returned Time button closest to where you double-clicked is selected automatically. Choosing a different time button afterward still works normally, and this preselection never runs a second time within the same dialog open.

On a narrow admin viewport (roughly a phone width, 600px and under), the calendar's resource-lane column collapses from a full name label to a round initials chip (for example Aisha Rao becomes AR) so the timeline itself keeps most of the screen width; hover or tap-and-hold the chip to see the full resource name in a tooltip.

Read appointment chips and capacity

Every appointment chip normally starts with its time and customer or walk-in name. In Day and Week, it also shows the service name — or, for example, 2 services for a two-service booking — and the amount. The number changes with the services in the booking. When same-slot bookings are stacked into separate rows in Day, each stacked chip shows only the customer or walk-in name and any capacity badge; it omits the time, service name, and amount. Month keeps the chip compact with time and customer only. Select any chip to open the same appointment detail panel.

For a capacity-backed service, the chip header also shows, for example, 3/10. The numbers show how many places are booked out of the service's capacity. When no place remains, it reads 10/10 · Full. The same capacity badge appears beside that service in the appointment detail panel, so opening the booking does not lose the occupancy context. An ordinary one-person appointment has no capacity badge.

Week strip

Below the grid, on Day only, seven day cards span the week containing the selected date — Sunday through Saturday, the same range Week view uses below, so the strip and Week view can never disagree about which seven days make up "this week." Selecting a card jumps the calendar to that date while staying on Day; the card for whichever date is currently selected is outlined and tinted, the same way today's column is highlighted elsewhere on this page.

Each card fetches and shows its own day independently of the day-money bento above:

• Loading — a plain skeleton bar while that day's figures are still in flight.
• Ready, with bookings — N booked · ₹amount, the day's booked count and collected amount (the same "collected" total as the bento's own cell, just scoped to that one day).
• Ready, no bookings — Nothing booked, the same honest zero-state wording the empty-day grid uses, never a blank card.
• Error — Couldn't load this day. with its own Retry link; retrying re-fetches only that one day, not the whole strip.

The seven requests only re-run when you move to a different week — navigating between days inside the same week with Previous day / Next day or by selecting another card does not refetch the strip. On a narrow viewport the cards wrap: one per row below ~600px, two across up to ~900px, four across up to ~1200px, and the full seven-across row above that.

Week view

Select Week to see seven day columns side by side, covering Sunday through Saturday for the week containing the selected date. Each column has the same vertical time axis as Day (the store's active-hours window), and every booking appears as a card positioned by its own start time and duration, coloured the same way status is coloured on Day (for example, confirmed vs. checked-in vs. completed). Today's column shows the same live now-line as Day while the current time falls inside the active-hours window. As on Day, that window widens automatically whenever a booking falls outside the store's usual active hours, so early or late appointments never get clipped to the top or bottom edge of the grid.

• Unassigned bookings — a booking with no team member assigned still appears in its correct day and time slot; it carries a small Unassigned label on the card itself, since Week's columns are organised by day rather than by team member (there is no separate Unassigned lane the way Day has one).
• Selecting a booking opens the same appointment detail panel as Day — every status action and payment tool described earlier on this page works identically from Week.
• Previous week / Next week move the selected date by seven days; the date label shows the visible date range (for example 30 Aug – 5 Sep 2026, or 1 – 7 Sep 2026 when the week falls inside one month).
• If the week has no bookings at all, the grid is replaced by an empty-state message with a New appointment button, the same as Day's empty state.

Month view

Select Month to see a fixed six-row calendar grid for the month containing the selected date — the grid always shows six weeks (42 days) so its height never changes from month to month, including a few leading days from the previous month and trailing days from the next month shown dimmed.

• Each day cell shows a small count chip with that day's total number of bookings (only once there is at least one), followed by up to three compact booking pills naming the customer or walk-in customer, coloured the same way status is coloured on Day and Week. When a day has more than three bookings, the cell shows a +N more line below the three pills instead of listing every one.
• Selecting a day cell (its background, not a pill) switches the calendar to Day view on that date — this is the fastest way to drill from a busy month into a single day's grid.
• Selecting a booking pill directly opens that appointment's detail panel instead of switching views, so you can check in, collect payment, or cancel a booking without leaving Month.
• Previous month / Next month move the selected date by one calendar month; the date label shows the month and year (for example September 2026).
• If the entire visible grid has no bookings, it is replaced by an empty-state message with a New appointment button, the same as Day's and Week's empty states.

See scheduled delivery orders on the calendar

Administrators can keep appointments and delivery commitments in the same calendar. Show orders is on by default and remembers your choice in this browser. Turn it off when you need an appointments-only view. The order feed uses the same visible date range as Day, Week, or Month and refreshes every 30 seconds. It is not shown on a staff-only My Day calendar.

Only orders with a scheduled Delivery date appear. Pickup orders are not placed on this calendar. An order chip always uses the same dark-green treatment; its order status is not written on the chip and does not change that colour.

• Day adds an Orders lane when the selected date has a scheduled delivery. Each chip shows its time, order number, customer, Delivery, and amount.
• Week places the chip at its scheduled time and shows the time, order number, customer, Delivery, and amount.
• Month uses a compact pill showing the time, customer, amount, and Delivery.

Select an order in any view to open its order page. If the order feed cannot load, the calendar keeps the appointment data visible and shows Couldn't load orders for this range. The next automatic refresh tries the order feed again.

Create a quick appointment with the compact composer

The compact composer books either an existing customer (default) or a walk-in with required contact name and phone details and an optional email address. Both paths are available without leaving the dialog for the full form.

The compact dialog loads availability only after you choose a service and does not show a retry control for an availability-load failure. Cancel it and use Full form instead; its Time section shows Retry when its availability request fails.

Block time for a person, space, or equipment item

Use Block time in the compact composer when a resource must be unavailable without creating a customer appointment.

Create a new appointment with the full form

From the compact composer, click Full form to open /appointments/new?date=[selected date]. The full page preserves that calendar date. You may also open /appointments/new directly, which starts on today's date.

The form requires a service, a time, and either a selected existing customer or a new customer's name and phone. Selecting Book appointment with missing information shows the matching inline requirement. The save button is disabled only while the save request is running.

Inspect an appointment and update its status

On Calendar, select a booking capsule. Its Appointment detail panel opens beside the grid on a wide screen and as an overlay on a narrower screen. Use Close appointment details to dismiss it.

The panel shows When & where (the booked start and end time), the current status, the customer or walk-in customer and phone when available, the booking source, and Checked in at after check-in. Under Services, each line lists its service and assigned team member, or Unassigned when none is attached. It shows an order identifier only when one exists; otherwise it states that payment details will appear once the appointment is invoiced.

Under Activity, every reminder, reschedule, captured payment, and refund is combined into one newest-first timeline. A reminder row says Reminder sent with its time. Each reschedule is its own row — Rescheduled from 16 Sep 2026 · 3:30 PM to 23 Sep 2026 · 4:30 PM, for example. Payment and refund rows include their amounts and state, such as Payment captured · ₹1,000.00, Refund in progress · ₹500.00, or Refunded · ₹500.00. Dates and times use a 12-hour clock with AM or PM. This history does not show per-channel delivery status. With no rows, the panel says No activity yet.

Selecting Cancel opens a Cancel this appointment? confirmation dialog rather than cancelling immediately. The dialog explains that cancelling releases the booked slot and notifies the customer, and offers an optional Reason text field for internal record-keeping (for example, "Customer requested reschedule"). Select Cancel appointment to confirm — with a reason entered, it is saved on the appointment; leaving it blank cancels without one. Select Keep appointment to close the dialog without cancelling.

Selecting No-show opens its own confirmation dialog, Mark this booking as a no-show?, with the body text "Any payment already taken may be kept under your no-show policy. The guest will be emailed." — it does not show a specific figure, and there is no time limit on when you can mark a booking as a no-show. Select Mark as no-show to confirm, or Keep appointment to close the dialog without changing anything.

Reschedule opens its own dialog, covered below, instead of running immediately. Check in, Start, and Complete are the only lifecycle actions that still run immediately on click, with no confirmation step.

After a lifecycle action succeeds, what happens to the detail panel depends on how you opened it. Opened by selecting a booking on the calendar, the panel closes and the status is updated in the calendar. Opened from a direct link instead — for example from a customer's Bookings tab, or an appointmentId link — the panel stays open, and its status, payment summary, and payment link update in place a moment later instead of the panel closing. While an action is saving, all lifecycle buttons in that detail panel are disabled, and the cancel dialog's own Cancel appointment/Keep appointment buttons are disabled the same way. There is no manual Confirm action — an appointment reaches Confirmed only through the payment webhook, never a button in this panel.

Reschedule an appointment

Reschedule only appears for a Confirmed appointment — it isn't a status change (the appointment stays Confirmed afterward), so it lives outside the status-transition table above and isn't offered on any other status. Selecting it opens a Reschedule appointment dialog:

On success, the dialog closes, the detail panel updates in place to show the new time, the calendar reflects the move, and a "Appointment rescheduled successfully" toast confirms it. The Reschedule/Cancel buttons in the dialog disable while the save is running. If the slot was taken by another booking in the moments between opening the dialog and confirming, the save fails, an error toast reports it, and the dialog stays open with your selections intact so you can pick a different time.

The merchant reschedule email is titled A booking was rescheduled and names both times: A customer rescheduled a booking from [old time] to [new time]. Its details also show From and To. This wording is applied only to the original system-seeded template; if your store customised that template, your own subject and message are kept.

A staff-only account can only reschedule appointments currently assigned to its own linked team-member resource, and can only reschedule to itself — picking a different Team member as a staff account fails with an error toast ("Staff may only update their own appointments") rather than reassigning it.

Collect and record payment

The detail panel's Payment area, under Services, reflects the order attached to this appointment — there is no separate payments screen for appointments.

When there is no order yet (an offering with no deposit configured, or a walk-in/POS booking taken without one), the panel shows "payment details will appear once the appointment is invoiced" and a Collect payment button. Selecting it mints a full-charge order for the booking's total price.

• If the offering actually has a deposit policy and the appointment doesn't have an order yet, the backend refuses this with "This appointment requires its configured deposit flow" — Collect payment is only for bookings without a deposit requirement, not a way to skip the deposit flow.
• If an order already exists (most deposit-taking bookings mint one automatically at confirmation), the backend refuses with "An order has already been minted for this appointment."

Once an order exists, the panel shows the order number next to a View invoice icon button that downloads the order's PDF invoice, followed by a short money summary, in this order:

Deposit and Balance due are the two legs the booking's price was split into, and they describe what each payment link charges — not how far the customer has got through paying. That's what Paid so far is for, and it is the only row recalculated from actual payments every time you open the panel. Balance due only moves at leg boundaries: it drops to the true remainder once a payment covers the whole deposit, and to zero once the order is settled. A part-payment smaller than the deposit leaves it exactly where it was.

Below the summary sits a payment-status chip (Pending, Partially paid, Paid, Failed or Refunded). Whenever money is still owed on the order, two buttons appear side by side: Send payment link (filled, the primary action) and Record payment (outlined, secondary). Online is the default path now; Record payment is the offline fallback for cash, card terminal, or bank transfer — it never opens a checkout or sends anything to the customer.

Send a payment link

Click Send payment link to open the Send payment link dialog:

• A read-only summary at the top shows what's due — Deposit or Balance due, whichever leg the order still owes, with the amount. This is resolved by the backend, not computed in the browser — the admin panel never guesses which leg is outstanding.
• Send via offers a channel choice:
  • Copy link — the default. Nothing is sent; the dialog just gives you a link to paste yourself.
  • Email — sends the link to the customer's email on the order for a registered-customer booking; for a guest booking (no customer account attached), it falls back to the guest's own email address captured on the appointment itself.
  • WhatsApp — works only when the store's WhatsApp channel is configured. If it isn't, the option is disabled with Not available — this store has no live WhatsApp Business connection. Like Email, it uses the guest's own phone number for a guest booking that has no customer account. If the availability check itself fails, WhatsApp stays selectable and the send request makes the final decision; if that request finds no connection, the link is kept and a warning is shown.
  • SMS — always disabled, with a caption reading "Not available yet — SMS delivery isn't connected for this store". No SMS delivery provider is wired up for any store yet.
• Link expires in (days) defaults to 1 day for a deposit link (so it can never outlive the booking's own deposit hold window) and 7 days for a balance link. You can raise or lower it; at least 1 day is required.

Click Send payment link inside the dialog to create it. A delivery problem does not discard the created link: the dialog keeps the link available so you can copy it.

What happens after you click it depends on whether the message actually went out. If it sent successfully, a toast confirms the channel (for example "Payment link emailed to the customer"). If you chose Copy link, a toast confirms the link was created — nothing to send. But if Email or WhatsApp was chosen and the message could not go out, no success toast appears. Instead, a persistent warning banner appears above the link card. Missing customer contact details show "The message was not sent because this booking has no email address. Copy the link and send it yourself." For WhatsApp, it instead says "The message was not sent because this booking has no phone number. Copy the link and send it yourself." A delivery failure shows "The message could not be sent because delivery failed. Copy the link and send it yourself." If the backend finds that the store's WhatsApp is not connected, the WhatsApp send is skipped and the dialog shows WhatsApp is not connected for this store. The created link remains available. Choosing Email separately still sends it when an email address is configured and shows Payment link emailed to the customer on success. Every warning has its own Copy link action. It stays until you copy the link, cancel it, or successfully send it again.

The link card

Once a link is active, it replaces the Send payment link / Record payment buttons with a card showing the shortened link (with a copy icon), a status chip, and — while unpaid — a countdown to expiry and a Cancel link button. Cancelling asks for confirmation first: "Cancel this payment link? The customer won't be able to pay with it anymore." Cancelling never touches the order's own payment fields; it only stops the link from being payable.

If a link expires or is cancelled without being paid, the card is replaced again by the two buttons, with a small warning chip above them reading Link expired or Link cancelled — send a new link from there. Once a link is paid, both the card and the buttons disappear and the section instead shows Paid via payment link.

Cancelling a booking or marking it a no-show automatically cancels any active payment link in the same action — the admin panel never leaves a live, payable link sitting on a terminal booking. So a cancelled or no-show booking's link card, if it ever had an active link, shows the read-only Link cancelled chip immediately (or Link expired, if the link had already lapsed before the booking became terminal) — never the full card with a working Cancel link button. There is no way to start a new link on a terminal booking either, since Send payment link / Record payment both disappear once the appointment can no longer collect money.

Record a payment taken offline

Use Record payment when the money has already reached you outside the platform — cash at the desk, a card terminal, a bank transfer, a UPI payment to your own account. It writes a payment against the booking's order so your figures match reality; it never charges anybody.

1. Open the appointment's detail panel and scroll to Payment.
2. Click Record payment. The Record Payment dialog opens showing the order number.
3. Amount is pre-filled with the leg the booking actually owes next, not always the full outstanding — see "What the pre-filled amount is" below — and a caption underneath names that leg and figure, for example "Deposit due ₹360.00" or "Balance due ₹840.00". This caption is separate from the field's own helper line, which always reads "Estimated outstanding: ₹…" with the full live-outstanding figure (the field's upper bound) — the two can show different numbers on a deposit booking. Leave Amount alone to settle that leg in one go, or type a smaller number if the customer is paying part of it.
4. Optionally add a Reference (optional) — a UPI transaction id, a terminal slip number, a bank reference — and a Note (optional) for anything your team needs to remember.
5. Click Record Payment. A toast confirms it ("Payment of ₹… recorded"), and the open detail panel updates its status chip, payment figures, and activity in place — no reload needed. Once nothing is owed the status chip reads Paid and both buttons disappear.

What the pre-filled amount is. The dialog picks the leg still owed: if the order is already Partially paid, it offers the live outstanding balance (labelled Balance due). Otherwise, if nothing has been paid yet and the offering has a deposit configured, it offers the deposit amount (labelled Deposit due) rather than the full total. If neither applies (no deposit at all, or already-paid-something-toward-a-non-deposit order), it falls back to the same live outstanding figure as before — the booking's Total minus everything already received, recalculated every time you open the panel, with no leg caption shown. On a ₹1,200 booking with a ₹360 deposit where nothing has been paid yet, it offers ₹360 with a Deposit due ₹360.00 caption, not the ₹1,200 Total. If ₹300 of that deposit is then recorded (a part of the deposit — see "Recording part of a deposit" below), the order is still Pending, not yet Partially paid, so the next time you open Record payment it falls back to the live-outstanding figure with no leg caption — ₹900 — exactly as before this change. Only once a payment closes the whole deposit leg (moving the order to Partially paid) does the dialog start offering the Balance due leg with its own caption instead.

You cannot record more than the order is owed. The Amount field carries that figure as its upper bound, and the server checks it again on submit — try it anyway and the dialog shows "Payment amount (₹…) exceeds the outstanding balance (₹…)". Recording against an order that is already settled is refused the same way, with "This order is already fully paid". Both messages appear inside the dialog, so nothing is lost: correct the amount and submit again.

It cancels any live payment link. Recording a payment against a booking automatically cancels the order's active payment link, so the customer can't pay online for money you've just taken in person. The link card is replaced by a Link cancelled chip and the two buttons — send a fresh link if something is still owed.

Recording part of a deposit. You can record any amount, including less than the deposit — but the legs don't re-split when you do. Take ₹300 of a ₹360 deposit in cash and the status chip stays Pending, Balance due stays at its original figure, and a deposit link sent afterwards would still ask for the full ₹360. Only a payment that covers the whole deposit moves the booking to Partially paid and re-derives Balance due. Until then, prefer collecting the rest offline and recording it here over sending a link.

Read a customer's intake form answers

If the booked service has an intake form (see Intake Forms), the detail panel adds an Intake form answers section below Services, sourced from the appointment's first service line. This is the only place staff can read a customer's answers — the Offerings Submissions panel does not list them.

• Each answer is labeled with the question's own text from the form; if the question was edited or removed from the form after this appointment was booked, the panel falls back to a prettified version of the stored field key instead.
• A field the customer left blank, or an empty multi-select/checklist, shows as —. A checkbox question shows Yes or No rather than true/false. Date and date-time questions are formatted (e.g. 5 Sep 2026 or 5 Sep 2026, 2:30 PM); every other answer type is shown as plain text.
• If the service has a form but this specific booking has no answers on file (for example, it was booked before the form was added), the section still appears with No intake answers were submitted for this booking. instead of silently disappearing.
• If the service has never had an intake form, this section does not appear at all — most bookings will not show it.

Use My Day as staff

Screen: A staff-only account opens /appointments and sees My Day. The list includes only the appointments for the resource linked to that signed-in account, sorted by start time. Each row shows its time, customer or walk-in customer, service names, status, and any action allowed by the same status table above. This is the landing screen for the service provider persona described in Your Workspace, Navigation & Team Roles — their sidebar is narrowed to match.

Use My availability to open your linked resource's availability page. A row's action buttons are disabled while that row's status update is saving. If there are no appointments, the page says No appointments today.

If the account is not linked to a team-member resource, My Day shows a recovery message instead of the schedule or My availability link: ask an administrator to link the account in Team & Resources.

Troubleshooting this workspace

• If Calendar is empty, use Today to rule out the selected date, then check whether the booking belongs to a different resource lane or the Unassigned lane.
• If Time has no choices, choose an active service first, then check its active team members and their availability. The full form only requests times after a service is selected.
• If a status action is absent, it is not valid for the appointment's current status. In particular, confirmation is not performed from Calendar or My Day.
• If a staff member sees the link-recovery message, an administrator must link that signed-in user to a team-member resource before My Day can show their schedule.
• If you select Jump to now and nothing seems to scroll, you were most likely viewing a date other than today — it navigates to today first and the scroll follows once that date loads, so select it again if you land on today but not yet at the current time. In Month view there is no Jump to now button at all; switch to Day or Week first.
• If an appointment has no payment information, this panel cannot create or edit it; it only shows the order identifier when the appointment already has one.
• If the customer did not get a payment link on WhatsApp and the warning says WhatsApp is not connected for this store, the WhatsApp send was skipped but the link was kept. Use Copy link, or choose Email when an address is configured. Connect the store's WhatsApp channel before trying WhatsApp delivery again.
• If a walk-in did not get a payment-link email, check whether Contact email (optional) was filled when the booking was created. The send is skipped when the booking has no email; use Copy link.

Next steps

• Create an offering.
• Add team members and resources.
• Set resource availability.