Appointment Manager

The Appointment Side Panel has many tools to help you manage an appointment and also improve client communication.

Appointment Side Panel: Details Tab

The Details tab is the first tab of the appointment side panel, providing quick access to essential information and frequently used features for each appointment.

Appointment Side Panel: View Customer Bio

In the appointment side panel, the customer’s profile bio is easily accessible. If a bio has been added, the customer’s image will display a colored border. This allows you to quickly view relevant customer details without leaving the appointment view.

1. Locate the Customer’s Image: In the “Details” tab of the appointment side panel, find the customer’s image (or image placeholder with initials).
2. Hover for Bio: Hover over the image or placeholder to reveal the contents of the customer’s bio.

Appointment Side Panel: Customer Quick-Edit

Easily update a customer’s key contact details directly from the appointment side panel.

1. Select the Appointment: Click on the appointment for the customer you wish to edit.
2. Locate the Quick-Edit Option: In the Details tab, find the edit pencil next to the customer’s name and click on it.
3. Edit Customer Information: A pop-up will appear where you can update the following details:
   • First Name
   • Last Name
   • Phone Number
   • Email Address
   • Gender
   • Language
   • Date of Birth
   • Reference Method
4. Save Changes: Once you’ve made the necessary updates, click Save to confirm the changes.

Appointment Side Panel: Customer Profile

Accessing a customer’s profile directly from the appointment side panel is easy, ensuring you can view detailed customer information without disrupting your workflow.

1. Select the Appointment: Click on the appointment for the customer whose profile you want to view.
2. Locate the Three Dots: In the Details tab, click the three dots next to the customer’s name.
3. Select Customer Profile: From the dropdown, choose Customer Profile.
   • To stay in the same date in the appointment book, right-click the option and select “Open in a new tab.”
4. View Profile: Clicking Customer Profile will open the full profile, allowing you to review the customer’s details.

Appointment Side Panel: Customer Chat

With SMS or WhatsApp integrations, you can easily access and manage customer chats directly from the appointment side panel, allowing for quick communication and a seamless messaging experience.

1. Select the Appointment: Click on the appointment for the customer whose chat you want to view.
2. Locate the Three Dots: In the Details tab, click the three dots next to the customer’s name.
3. Choose Chat: From the dropdown menu, select Chat.
4. Open the Chat: The chat pop-up will appear, where you can view past message exchanges and send a new message.

• If the customer replies, an alert will appear in the chat icon on the top banner, notifying you of new messages.

Appointment Side Panel: Adding a Timer

InFlo’s timer feature allows you to set internal timers for various tasks, whether it’s a reminder to follow up with a client, check back on a team member’s progress, or any other time-sensitive action.

1. Select the Appointment: Click on the appointment for the customer to whom you want to assign a timer.
2. Locate the Three Dots: In the Details tab, click the three dots next to the customer’s name.
3. Choose Timer: From the dropdown menu, select Timer.
4. Set Timer Duration: Choose the desired time frame for the timer.
5. Add a Comment (Optional): You can add a brief note as a reminder of the timer’s purpose.
6. Save the Timer: Click “Save.” The timer will now be visible in the top banner, alerting you when it’s time to take action.

Appointment Side Panel: Linking Appointments

InFlo’s Appointment Linking feature lets you connect a customer’s same-day appointments, simplifying management and billing. When you hover over any linked appointment, all related appointments for that day are highlighted, making it easy to view the customer’s schedule at a glance. Additionally, linking appointments allows you to combine charges for multiple services into a single transaction, streamlining the payment process.

1. Select the Appointment: Click on the first appointment for the customer whose appointments you want to link.
2. Locate the Three Dots: In the Details tab, click the three dots next to the customer’s name.
3. Choose Link: From the dropdown menu, select Link.
4. Select Second Appointment: Click on the additional appointment you’d like to link.
5. Confirm: In the confirmation pop-up, click Yes to complete the linking process.
6. Repeat: Continue linking each necessary appointment for the customer by repeating steps 3-5 until all relevant appointments are linked.

If you need to unlink an appointment follow the steps above but now the option in the 3 dots  will say unlink.

Appointment Side Panel: Copying & Pasting an Appointment

InFlo’s Copy & Paste Appointments feature streamlines scheduling for clients booking multiple appointments for the same service on different days. This feature lets you copy an appointment’s details and settings, then paste it onto another day, adjusting the time or assigned employee if needed, while keeping the same client and service.

1. Select the Appointment: Click on the appointment you want to copy.
2. Locate the Three Dots: In the Details tab, click the three dots next to the customer’s name.
3. Copy Appointment: From the dropdown menu, select Copy.
4. Choose New Time Slot: Navigate to the desired date and time for the new appointment and select it.
5. Confirm: In the confirmation pop-up, click Yes to complete the pasting process.
6. Repeat: Continue repeating steps 3-5 to copy and paste the appointment into all needed time slots.

If you decide not to proceed with copying an appointment, simply click the X on the pop-up displaying your clipboard information. This will clear the copied appointment from your clipboard and cancel the copy action.

Appointment Side Panel: Cutting & Pasting an Appointment

InFlo’s Cut & Paste Appointments feature allows you to quickly reschedule an appointment without needing to cancel and rebook, making it ideal for clients rescheduling within your cancellation policy. This feature enables you to move an appointment from its original date and time directly to a new slot, preserving the appointment details without marking it as a late cancellation.

1. Select the Appointment: Click on the appointment you wish to reschedule.
2. Locate the Three Dots: In the Details tab, click the three dots next to the customer’s name.
3. Cut Appointment: From the dropdown menu, select Cut.
4. Choose New Time Slot: Navigate to the desired date and time for the new appointment and select it.
5. Confirm: In the confirmation pop-up, click Yes to finalize the rescheduling. The original appointment will be removed, leaving only the rescheduled appointment in its new time slot.

If you decide not to proceed with cutting an appointment, simply click the X on the pop-up displaying your clipboard information. This will clear the appointment from your clipboard and cancel the cut action.

Appointment Side Panel: Viewing Customer Balances

In the appointment side panel Details tab, two banners display the customer’s Account Balance and Package Balance. These banners give you a quick view of any positive or negative balances that may need attention, whether related to their general account or a specific package. This helps you address outstanding balances or available credits during the appointment process.

Appointment Side Panel: Viewing Pending Forms

In the Details tab of the appointment side panel, you can easily view any pending intake forms for a customer in the Pending Intake Forms banner. Intake forms are essential for delivering high-quality services, as they collect vital information and consents before the appointment. By quickly accessing pending/incomplete forms here, you can immediately see if any important forms are missing, allowing you to take action, such as contacting the client or asking them to arrive early to complete the forms. 

Simply click on the widget to expand a dropdown list displaying all pending forms for the customer. If your user permissions and the form’s configuration allow, you can click on a form’s name to review or make edits directly.

Appointment Side Panel: Editing Appointments

In the Details tab of the appointment side panel, you can quickly make changes to an appointment’s details.

1. Select the Appointment: Click on the appointment you wish to edit.
2. Open Edit Mode: In the Details tab, click the edit pencil icon next to the appointment information widget.
3. Make Edits: In the pop-up that appears, adjust the appointment’s settings such as time, employee, service, room, and notes. For each item, click the edit pencil and select the new option from the dropdown menu.
4. Save Changes: After completing your edits, click Update to confirm and save the changes.

Appointment Side Panel: Service Notes

In the Details tab of the appointment side panel, any Service Notes for an appointment will appear as a red banner, making them easily noticeable for staff. To remove a note, simply click the X on the banner.

Appointment Side Panel: Confirming an Appointment

InFlo provides multiple ways for clients to confirm their appointments, but your staff can also confirm appointments on their behalf.

1. Select the Appointment: Click on the appointment you’d like to confirm.
2. Locate the Confirm Option: In the Details tab, find the Confirm Appointment banner.
3. Confirm the Appointment: Click the Confirm Button. If this appointment is linked with other appointments all appointments will be confirmed.
4. View Confirmation: The appointment will now be marked as confirmed, and its color will change to reflect the confirmed status. 

Appointment Side Panel: Un-Confirm an Appointment

If an appointment was accidentally confirmed, you can easily unconfirm it.

1. Select the Appointment: Click on the appointment you’d like to unconfirm.
2. Locate the UnConfirm Option: In the Details tab, find the UnConfirm Appointment banner.

2. UnConfirm the Appointment: Click the UnConfirm Button. If this appointment is linked with other appointments all appointments will be unconfirmed.
3. View Confirmation: The appointment will now be marked as unconfirmed, and its color will change to reflect the unconfirmed status.

Appointment Side Panel: Checking-In Appointments

InFlo’s Check In feature allows you to mark a customer as arrived, making their status visible to all staff.

1. Select the Appointment: Click on the appointment for the customer you’d like to check in.
2. Locate the Check In Option: In the Details tab, find the Check In button.
3. Check In the Appointment: Click the Check In Button. If this appointment is linked to other appointments, all linked appointments will be checked in simultaneously.
4. View Status Change: The appointment will now be marked as checked in, and its color will change to indicate this status.

Appointment Side Panel: Checking-Out Appointments

InFlo’s checkout feature streamlines the payment process for completed services, linking a new transaction to the selected appointment and any linked appointments.

1. Select the Appointment: Click on the appointment for the customer you’d like to check out.
2. Initiate Checkout:  In the Details tab, find the Check Out button.
3. Add Additional Items (Optional): You can add extra items to the sale as needed in the transaction screen.
4. Appointment Status Update: Once Check Out is clicked, the appointment status will update to show that a transaction is in progress.
5. Complete the Transaction: Finalize the payment. Once completed, the appointment status will change again to reflect that the service is fully completed—service rendered and payment received.

Appointment Side Panel: Adding Services to an Appointment

Once an appointment has been booked, you can still add additional appointments if the client changes their mind or if a cancellation opens up space for another service.

1. Select the Appointment: Click on the appointment for the customer to which you want to add a service.
2. Locate the Add Service Option: In the Details tab, click on the Add Service button.
3. Add Service: This opens the booking side panel with the date, time (auto-filled with the end time of the original appointment), and customer already selected. Search for and select the service you want to add, choose an available room, and add any necessary service notes.
4. Confirm Change: Review the details of the second appointment. If everything looks correct, click Create Appointment to confirm. You can click Finish Booking to finalize the process, or click Add Appointment to add more services to the appointment.

Appointment Side Panel: Canceling an Appointment

InFlo provides multiple ways for clients to cancel their appointments, but your staff can also cancel appointments on their behalf. When a client is past the cancellation period, they will be unable to cancel or reschedule online and must contact your staff. You can cancel an appointment anytime a client decides not to reschedule. Based on your cancellation reasons, you’ll select the most appropriate option for the situation.

1. Select the Appointment: Click on the appointment you wish to cancel.
2. Locate the Cancel Option: In the Details tab, click on the Cancel Service button.
3. Select Cancellation Reason: This will open a cancellation pop-up. Choose the appropriate cancellation reason from the dropdown.
4. Handle Charges: If the cancellation reason involves a charge (e.g., a late cancellation fee), select the payment method and confirm the charge amount.
5. Review Linked Appointments: Review all services associated with the appointment. If you wish to cancel linked appointments as well, check the box next to each one.
6. Add a Comment: Depending on your configuration, adding a comment may be optional or required. Provide context for the cancellation if needed.
7. Confirm Change: Double-check the cancellation details. If everything looks correct, click Process to complete the cancellation. 

For same-day cancellations, the appointment will remain on the schedule, marked with a blue banner showing the customer’s name, service name, cancellation reason, and comment. You can still click on the banner to open the appointment side panel for more details.

Appointment Side Panel: Additional Tabs

Icon	Description
	Future Appointments: Quick access to a customer’s upcoming appointments. Easily identify when a client doesn’t have a future booking, as well as quickly provide the details of their next scheduled appointment. The tab displays the following information for each future appointment: date (with day of the week), time, service, assigned employee, and room.
	Quick Notifications: Quick access to the branch quick notifications you configured in your branch settings. This allows you to send these notifications with only 1-click.
	Appointment History: Complete history of all changes made to the appointment—whether by your staff or by the client. This log keeps you fully informed by displaying a record of key modifications, such as changes to the assigned employee, appointment time, date, status, room, and the original creation details. Each entry in the log shows who made the change and when, ensuring clear accountability and transparency for all updates.
	Recommendations: Provides immediate access to a customer’s goals and relevant dynamic tags, helping the front staff make informed suggestions.This tab also streamlines communication between back-office and front-office teams. In many service-based businesses, the staff performing services is different from those processing payments or handling checkout, which can lead to time-consuming exchanges. The Recommendations tab minimizes this need by displaying service comments, as well as product, service, and package recommendations from the service provider, along with any additional notes. This enables the front office to understand the customer’s needs and recommendations independently, leading to higher close rates.To optimize sales further, you can train your back-office staff on best practices for adding detailed and strategic comments in this tab. Additionally, dynamic tags can be connected to products, services, and packages. These tags provide quick context for the front office by highlighting the benefits, allowing them to speak knowledgeably with clients. For example, a cleanser could be tagged with “acne” and “hyperpigmentation,” indicating that it addresses those specific concerns. For more on configuring dynamic tags, click here.
	Assign: Appropriately assign services so they get consumed adequately. Packages:If a service is part of a package, you can assign it to the appropriate visit to ensure the client is not charged separately for that service. Any payments due for the visit will be automatically applied to the transaction.Note: If a service is assigned to a package but is not included in the selected package visit, the customer will be charged for that service as a separate item. Always confirm the service aligns with the package visit to avoid unexpected charges.Membership: If a client is using an active membership credit for the service, assign so that the membership payment is tied to the appointment. Special: If an active special applies to the service and the client qualifies for the special price, assign the special to ensure the client is charged the correct discounted price. Click here to learn how to assign a special during the booking process.