Appointments: Managing Your Calendar

Overview

Your appointments calendar is where you view and manage all booked appointments. You can check upcoming appointments, update their status, add internal notes, and book new appointments on behalf of customers directly from your POS.

Accessing your calendar

Go to Appointments > Calendar in your POS. The calendar defaults to the current week. Use the Day, Week, and Month toggles in the upper right to switch views, or use the list view icon to see appointments in a table format.

Use the search bar and filters to find appointments by status, type, or owner.

Viewing appointment details

Click any appointment on the calendar to open a summary panel. This shows:

Appointment type and status
Date, time, duration, and location
Customer email and phone number
Message from the customer (if provided)

From this panel you can:

Mark Complete
Send Email — opens a new email to the customer in your default email client
Edit
Mark no-show
Cancel
View full details

Click View full details to open the full appointment page, which also includes an Internal notes section where you can add notes visible only to your shop.

Updating appointment status

From either the summary panel or the full details page, you can update the status of an appointment. Status options are:

New
Completed
No-Show
Canceled

On the full details page, click the status dropdown next to the customer name to change it. Quick action buttons on the right side of the page also let you mark an appointment as complete, no-show, or canceled directly.

Canceling an appointment

When you cancel an appointment, a confirmation prompt will appear. This action cannot be undone. Both you and the customer will receive an email notification.

After canceling, the appointment panel will show a Rebook button. Clicking it opens a pre-filled booking form with the customer’s information already entered, so you can quickly schedule a new time. If you close the panel without rebooking, the appointment cannot be recovered later.

Booking a new appointment from your POS

If a customer calls to book rather than using your website, you can add the appointment directly from your calendar.

Go to Appointments > Calendar
Click + New Appointment
Search for an existing contact by name, phone number, or email, or click + Add new contact
Enter the customer’s email (required) and phone number (optional)
Select an Appointment Service, or choose Custom to book a one-off appointment without applying the settings of an existing service
Select an Appointment Owner to assign it to an employee (optional)
Select a date and time
Select a duration: 15, 30, 60, or 90 minutes
Select a location
Click Create Appointment

When booking from the POS, you are not restricted to your published availability windows and can book appointments that overlap with existing ones. Customers booking online cannot — each time slot can only be booked once across all your appointment services.

Tips

Use internal notes to log details from the consultation — color palette, event date, customer preferences — so nothing gets lost between the call and the appointment
Use the Owner filter on the calendar to view appointments assigned to a specific team member
When booking from the POS, use Custom for quick one-off appointments that don’t need to follow a specific service’s settings

Need help?

If you have questions, our Partner Support team is here to help.

Phone: (210) 405-5050
Email: support@bloomnation.com