Book and manage appointments

Open Calendar and choose the correct date and service provider.

On a phone, use Home, Calendar, Clients, and Menu in the bottom navigation. When your role can create workspace activity, Create (+) sits between Calendar and Clients and opens New Appointment, Block time, Sale, Service, and Team member actions according to your access. Block time reserves a named calendar period for other tasks and closes online availability by default. When your role has no creation access or the workspace is read-only, Create is hidden and the other items reflow. Menu shows the remaining business destinations under Manage in a compact grid, including Sales & Invoices and Settings when your role permits it. Notifications and Help sit below the grid, and workspace owners can open Subscription from the card above it. Open the account avatar in the global header for Profile, appearance, support, and sign out. The global header is hidden on Calendar; go to Home to open the account avatar. On Calendar, the top toolbar and day headings stay in place while you scroll appointment times; the time labels stay visible as you move across the grid, including when zoomed on a phone. Use the toolbar for the date, filters, calendar settings, and Day or Week view. Calendar loads automatically when you open or return to it. If a request cannot complete, select Retry calendar to try again. If an open calendar cannot refresh after you return to the app, select Retry in the warning before choosing a time. Day and Week appointment cards show the client name first and keep the appointment time visible; select a card to review its category and service, full time, status, and provider.

Calendar and the appointment register show times in the business timezone, even when you are viewing Schedmo from another region. The timezone is displayed on the appointment register and daylight-saving changes apply automatically.

Select an available time in Calendar, then choose New appointment. On the Client step, search and select an existing client, add a new one, or choose Walk-in. If an existing client has an invalid email, you can still book; open their client record to correct it so email confirmations can reach them. A trailing full stop is removed when you enter an email in this form. When an email or mobile matches another client, choose Book for this client only for that same person. For a family member with a different first or last name, choose Different person using these contact details. If the first and last name also match, book for the existing client or enter a distinct name before continuing; a second record with the same name and contact is blocked. Check the CUS customer reference when names are similar. Each person keeps a separate client record and appointment history, even when they share an inbox.

For overlapping staff appointments, an owner can turn on Allow overlapping staff appointments in Calendar settings. A 10:45 appointment lasting 20 minutes can then be created or rescheduled alongside an 11:00 appointment for the same person in this clinic. Calendar rebooking uses the same rule. Online booking still offers available times, and appointments at different clinic locations cannot overlap.

On Services, search by name or open a category and tap at least one service. The bottom button says Choose a service until one is selected; tap it to return to service search. Then choose Continue to schedule, select the assigned service provider, and check the date and time. In Appointment details, select Custom duration and price to override a service for this appointment only. Changing duration updates the end time automatically. When you change a price, select a short reason; choosing Other also requires a brief explanation. The original price, custom price, reason, time, and team member are recorded in the financial audit history, and the custom price flows to the appointment invoice, payments, and accounting. Use Restore service defaults to undo the overrides before saving.

For multi-service visits, each service occurrence remains a separate row, even when the same service is performed twice. Category and service names are shown together to distinguish similarly named treatments; review every duration, price and the combined total before saving.

For a regular schedule, turn on Repeat and choose the number of appointments, interval, and days or weeks. Schedmo creates the complete series as one safe operation and sends one summary confirmation.

A recurring series reserves future calendar times. A package records prepaid entitlements; selling a package by itself does not reserve appointments.

Confirm the start time and review conflicts, then select Save appointment to create it. To book another visit from an existing appointment, choose Rebook, pick a free time, review the copied client and services, and select Book again; this creates a separate appointment. On a phone, Schedule shows a short client and service review before the time fields; use Edit to return to either step. The Review link above Save returns to that summary, and the selected date and time stay visible beside Save. To stop before saving, choose Cancel or Close, then Discard appointment when prompted; the calendar is ready to use again. Open the saved appointment to confirm its client, service, provider and time. If saving fails, follow the message in the form and try again after correcting the indicated step; check Calendar before retrying if you are unsure whether a booking saved. For a new family member sharing contact details, review both names and the matched client’s CUS reference before saving. When the on-screen keyboard opens, the footer becomes compact; dismiss the keyboard to see the full review controls again.

Use appointment details to update status, notes, and pricing.

Open the Forms tab on an appointment to add service-linked forms, send them by email or SMS, copy the customer-specific link, or open the form for on-site completion.

If the appointment is covered by an active package, complete the appointment before redeeming a package entitlement.

Reverse a package redemption only when the wrong entitlement was selected and no payment has been recorded on the appointment invoice.

Reschedule by dragging the appointment or editing date/time fields.

When a bookable team member is unexpectedly unavailable, open Team > Time off and select Report absence instead of editing appointments one by one. Schedmo can block the affected time, identify every overlapping booking, notify reachable customers, and track each recovery outcome.

Cancel only when needed and notify the client immediately.

Appointment requests, confirmations, status updates, recurring-series summaries, and reminders direct clients to the personal client portal. Clients can add visits to their calendar and use cancellation or rescheduling only when your portal policy permits it. Customer appointment emails identify the booked person in the subject. Anyone with access to a shared inbox can read both people’s messages; use separate email addresses for private messages.