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Create and save an appointment

This is the main flow for a new appointment. Use this page when you want to understand how the form starts, what you fill in, and when to use "Create", "Create copy", or "Save".

Where a new appointment starts​

In most cases a new appointment starts from Calendar:

  • through "Add new appointment";
  • by selecting an empty slot.

Important:

  • if the current location has only one active service type, the system opens the form directly;
  • if it has more than one active type, you first see "Select type of appointment";
  • if there are no active services, the system will not let you create a new appointment.

Selecting the appointment type​

When the system asks for the type, you usually work with:

  • single appointment;
  • class appointment.

Package service is not a separate appointment type in this choice. It is added through the single appointment flow and then expands into the services included in the package.

This choice determines which fields and limits you will see in the form afterward.

How the form is structured​

For a new appointment, the form usually goes through these sections:

  • location;
  • date;
  • clients;
  • services;
  • private note;
  • notifications.

With a class appointment, you also get extra seat settings.

What you fill in first​

Location​

For a new appointment that does not already start from a fixed context, you first choose the location. This matters because it determines:

  • the available services;
  • employees and resources;
  • available time slots;
  • notifications and part of the online-booking logic.

Date​

The date field is required. When you start from a calendar slot, the date and time are already prepared from the selected slot.

Clients​

In most cases you add the client here so the appointment already has full context. Later actions such as SMS, checkout, and reviews depend on the appointment having a client.

Services​

This is the most important part of the form. The system requires at least one service before the appointment can be saved.

The services define the actual content of the appointment:

  • which service will be performed;
  • start time and duration;
  • employee and resource when needed;
  • price and related service options.

When you select a package service, the form adds the services from the package as separate rows. Each row is marked with "Package" and follows the start time configured in the package itself. If there are already services in the form, the package starts after the latest end time of the current rows.

Finding an available time from the form​

After a location and at least one service are selected, you can use "Find booking time". This opens Booking Assistant, which searches for suitable options based on the service, duration, working hours, employees, and resources.

Use it when you do not know the exact time or when the service has more constraints. The selected option fills in the time and required assignments in the form, but the appointment is saved only after "Create" or "Save".

What matters for a class appointment​

For a class appointment, the form can include:

  • "Max. number of seats";
  • "Max. seats per client";
  • "Accept online bookings";
  • "Accepts waiting clients";
  • seat configuration per service option.

The detailed seat and waiting-client logic is in Seats and waiting clients.

How saving works​

At the bottom of the form, the button depends on the situation:

  • "Create" for a new appointment;
  • "Create copy" for a duplicate;
  • "Save" when editing an existing appointment.

In practice:

  • a new record creates a brand new appointment;
  • a copy creates a new appointment based on an existing one;
  • save updates the current appointment.

What the system checks before saving​

The main checks are:

  • selected location;
  • selected date;
  • at least one service;
  • the required employee or resource for the service, when the settings require it;
  • for a package service, the included services must be available in the selected location;
  • valid values in the class fields when the appointment is a class.

If there is no selected service, the system will not save the appointment.

When the problem is related to an employee or resource, you may see a more specific message:

  • "This service has no employees or resources configured for this location." — the service needs a valid setup for the selected location;
  • "Select a resource for this service." — the service requires a resource and you need to choose it on the row;
  • "Select an employee for this service." — the service requires an employee and you need to choose one on the row.

What happens when you edit an existing appointment​

When you open an already saved appointment:

  • the button is "Save";
  • if you change the date or services, the system may ask for extra confirmation before saving;
  • if you close the form with unsaved changes, the system warns that there are unsaved changes.

This matters because changing the time or services can affect the client and the related notifications.

If you only have permission to view appointments, you can open an existing appointment but cannot save changes. When create or update permission is missing, the system shows "You`re not allowed to create an appointment." or "You`re not allowed to update an appointment.".

What comes after the appointment is already saved​

Once the appointment already exists, you can continue with:

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