Manage your appointments from the Calendar and Bookings list

All bookings that come in through your website (as well as the ones you enter yourself) live together in Catalog → Appointments. From here you run your day-to-day schedule, record who attended, and reschedule appointments with automatic email notifications to your customer.

View your schedule by day or month in Catalog → Appointments and switch to List view

At the top of Catalog → Appointments, you can switch anytime between two ways of working with your schedule:

• Calendar view: Displays your appointments visually across the month and day by day. If a time slot belongs to a group service, you can click View class (View group) to open the breakdown of seats taken and the status of each attendee.
• List view: Shows a table of all bookings across all your services. Here you can:
  • Search by customer name, email, or service.
  • Filter by Status (All, Upcoming, Confirmed, Held, Cancelled), by Service, or by a Date range (From / To).
  • Click Export CSV to download your bookings.csv file containing the day, local time, ISO start time, service, customer details, status, notes, and all form answers.

Book an appointment manually from the dashboard (New appointment) for a customer who called or messaged on WhatsApp

If a customer asks for an appointment over the phone, on WhatsApp, or in person at the end of their session, you can write it down in seconds so the slot is blocked on your calendar and they receive their confirmation:

1. In Catalog → Appointments, click the New appointment / New booking button (or in Calendar view, click directly on the desired date under New appointment on the [day]).
2. Step 1 (Date and time): Select the Service, pick the Day, and click one of the Available times loaded automatically from your schedule.
3. Step 2 (Customer details): Enter the Customer name (required), their Email, their Phone, an optional Note, and answer any extra questions if the service has them.
4. Click Create appointment (or Book).

The appointment is confirmed on your schedule, blocks that slot on your public booking page, and—if you entered the customer’s email—sends them an automatic confirmation email.

Change an appointment’s status: Confirmed, Attended, No-show, or Cancelled

Clicking any appointment opens its detail panel, where you can check the Form tab (their answers), the History tab (the timeline showing who created, paid for, or moved the booking), and the Notes tab (internal notes for your team that save automatically when you leave the field).

At the top of the detail panel, you can update the booking’s status as things happen:

Appointment status	What it means and what it does
Held	The customer picked the slot and is currently on the payment page finishing checkout. If it does not require payment or you want to approve it manually, you can click Confirm.
Confirmed	The appointment is standing and blocks the time slot on your calendar.
Attended (Mark attendance)	Used once the appointment has taken place and the customer showed up. Feeds your attendance rate in Analytics → Bookings.
No-show	The customer had a confirmed appointment but neither showed up nor canceled. Recorded on their Contacts profile and in your analytics.
Cancelled	Immediately frees up the slot on your schedule so someone else can book it and notifies the customer by email.

Reschedule an appointment to another date or time and notify the customer by email

If you need to move an appointment to a different day or time:

1. Click the appointment in Catalog → Appointments to open its details.
2. Click Change date & time.
3. In the Change appointment time dialog, pick the New date and select one of the Available times for that service.
4. Click Save new time.

As soon as you save, the old time slot opens back up on your schedule, the new slot is reserved, the change is logged in the History tab (recording the previous date and who made the change), and véltica automatically emails your customer with the updated date and time.

What overdue unrecorded appointment alerts mean

When an appointment’s date and time have already passed but its status is still Confirmed or Held, you will see the notice “It already passed and the outcome is not recorded” (The appointment already passed. Record the outcome.) both on the appointment and in the Unrecorded counter under Analytics → Bookings.

This exists to keep your stats honest: véltica never guesses whether a customer showed up or missed their session, because counting unmarked appointments as no-shows would make a busy schedule look like nobody attended. Simply open those past appointments and click Mark attendance (Attended) or No-show to keep your attendance metrics accurate.