Skip to main content

Reception

"Reception" is an operational front-desk view. It combines daily appointments, due sales, and installments in one place to speed up service and payment handling.

What you’ll learn​

  • How to use Reception as your daily operations hub.
  • How to filter appointments, sales, and installments for faster processing.
  • How to reduce missed due payments during peak hours.

When "Reception" is most useful​

  • When you process many records in real time.
  • When the team needs quick switching between appointments and payments.
  • When you want a clear focus on unpaid and partially paid sales.

How to open "Reception"​

  1. From the main menu, open "Reception".
  2. Use the top bar for:
    • date ("Today", prev/next, date picker);
    • location;
    • manual refresh with "Refresh".

What you can see on this screen​

  • "Appointments":
    • search by client;
    • status filter;
    • paid/unpaid filter.
    • direct status update from the card (based on your permissions).
  • "Sales":
    • quick focus on due balances;
    • open a sale for payment.
  • "Payment installments":
    • view upcoming and overdue installments;
    • open the related sale quickly.

Practical flow for faster front-desk work​

  1. Set date and location at the start of the shift.
  2. Process due records first.
  3. Use "Refresh" when data changes during the day.
  4. Open the related sale and complete payment.

Access permissions​

Section visibility depends on your permissions.

  • If you do not have access to a section, you will see an access restriction message.
  • Reception typically requires permissions for:
    • viewing appointments;
    • viewing sales/payments;
    • viewing installments.

If needed, ask an admin or manager to review your role.

What "due" means​

In Reception, "due" means there is an amount to collect.

  • For sales, this is usually unpaid or partially paid records.
  • For installments, this is installments that are not fully settled yet.

This helps teams prioritize what to process first.

Shift flow (step by step)​

  1. Shift start: set date and location.
  2. During peak hours: prioritize due records in "Sales" and "Payment installments".
  3. During the shift: use "Refresh" after key changes.
  4. Shift end: run a final check for remaining due records.
  • Receptionist: current date, all appointments, focus on due records.
  • Cashier: focus on due balances in "Sales" and "Payment installments".
  • Manager: broader view (all statuses) for control and review.

"Now" indicator​

In "Appointments", the "Now" indicator helps you identify what is starting right now.

  • Use it as a quick priority marker during busy intervals.
  • Combine it with status filters for faster action.

In addition to "Now", the system also shows:

  • "Upcoming" for appointments that start later;
  • "Expired" for appointments that have already ended.

When to use "Refresh"​

Use "Refresh" when:

  • you just recorded a payment;
  • a teammate changed a related record;
  • the list does not match the expected current state.

The system also auto-refreshes after key calendar and online booking changes, but "Refresh" remains the fastest manual control during peak hours.

Common situations and quick fixes​

  • No records visible: check date, location, and filters.
  • Empty lanes: there may be no records for the selected criteria.
  • Cannot open a specific record: check access permissions.
  • Payment is saved but needs correction: use the appropriate action from the related sale (see below).

Relation to payment actions​

From Reception, open the related sale and apply the correct action:

  • "Save paid date": when only date/time needs correction.
  • "Void payment": when the payment should be canceled.
  • "Refund payment": when you return an amount (full or partial).

Appointment status update from Reception​

If your role has the required permissions, you can update appointment status directly from the appointment card:

  1. Select a new status from the status dropdown inside the card.
  2. For critical statuses, the system asks for confirmation.
  3. On success, you see an on-screen confirmation.
Important

If the update fails, the system restores the previous status to prevent inconsistent state.

Helpful

Use Reception as your primary daily operations view, and keep Calendar and Reports for detailed planning and analysis.

Frequently asked questions

What is Reception best for?

Fast daily operations: appointments, sales, and installments in one place, with quicker payment handling.

Can I focus only on due payments?

Yes. Use the filters in Sales and Payment installments to focus on records with due balances.

When should I use "Refresh"?

Use it during busy shifts or after teammate changes to load the latest data immediately.

What should I do if a saved payment has an issue?

Open the related sale and use the correct action: "Save paid date", "Void payment", or "Refund payment".