Using the Diary
Your schedule by day, week or month — and editing straight from it.
The Diary is the fastest way to see what your day actually looks like, and the quickest place to move an appointment. The first time you open it, it shows Week for the current week; after that it comes back as you left it — the same view and filters, and the same date if you return on the same day. Every time is in 24-hour form.
Choosing a view: Day, Week or Month
The segmented control switches between Day, Week and Month. Today jumps back to the current date, and ‹ and › step by one day, one week or one month depending on the view. The title between them says where you are — "Wed 26 August 2026", "24 Aug – 30 Aug 2026" or "August 2026".
Weeks always run Monday to Sunday. Day and Week grids run 08:00 to 20:00, widening only if something is booked outside those hours, so a quiet Sunday stays short. A red line creeps down today's column to mark the current time.
Diary
Monday, 28 SeptemberWeek view, with the toolbar controls ringed.
- 1Today, ‹ and › — the arrows move one day, one week or one month, matching the view you are in. The title beside them is the period you are looking at, and the date button opens a picker to jump anywhere.
- 2All locations and All staff — narrow the diary to one branch or one person. Choosing a location shortens the staff list to the people who work there.
- 3Day / Week / Month — the view switcher. The Diary remembers the one you used last.
- 4Quick edit and New booking — Quick edit makes the diary draggable, and turns into a dark Done button while it is on. New booking opens the booking editor on the date on screen.
- 5Walk-in — only there when Take payment is switched on and your login may take payment. It books somebody at the counter in from now and opens their bill; see Walk-ins and taking payment from the diary below.
- 6An appointment block — the customer, then the service and person when there is room. The dot and tint say what state it is in, as the key above the grid shows: booked, paid in full, video, flagged, no-show risk, no payment needed, cancelled — and, with Check-in switched on, checked in.
| View | What you get |
|---|---|
| Day | One column per member of staff, plus an Unassigned column if any appointment that day belongs to nobody shown. With no staff set up you get one All bookings column. |
| Week | Seven day-columns, Monday to Sunday. Overlapping appointments are packed side by side in the same hour band. |
| Month | Six rows of seven days. Each day shows how many appointments it has and a bar for how full it is (against eight a day for each person working), with counts of flagged, no-show-risk and video appointments; a day nobody works reads Closed. Appointments are not listed: click a day to open it in Day view. |
What a block tells you at a glance
Each block shows the customer, then the service and start time, then in Week view the member of staff — as much as fits. Hovering shows the time and name, for example "09:00–09:30 · Grace Whitfield". Very short appointments are drawn at a minimum height so they stay clickable.
- The colour is the block’s state, as the key above the grid shows: Paid in full, Video, Flagged (a screening answer to review), No-show risk (a no-show, or someone who has missed before and has not paid), No payment needed, Cancelled, or plain Booked. In Day view, where there is room, the block also names a flag, a no-show risk, a video appointment or a full payment.
- ×3 after the name is a group booking for three.
- A green edge and a tick before the name mean they have been checked in at the desk, whatever colour the block is. See Check people in when they arrive.
- The rest is in the popover: click the block to see a deposit, a refund, a walk-in or Awaiting approval.
Refunding does not change a booking's status. It stays Confirmed and keeps its place on the calendar until you set the status to Cancelled, which frees the time at once for someone else.
Filtering by branch and by staff
The All locations and All staff dropdowns limit what the Diary draws. There is no search box here: to find one appointment by name, search on Bookings.
In Week view, closed hours are shaded only once you pick a location or a member of staff, and breaks are drawn only once you pick a person. Left on All locations and All staff, Week view shows a bare grid that looks as though you are open around the clock. Day view shades each person’s own column whatever the filters.
Opening an appointment
Click any block and a popup opens with the essentials and the common actions. With Check-in switched on, a green Check in button sits at the front of the row; see Checking people in from the Diary below.
BK-00953-1 Travel Health Consultation · 13:45–14:15 · Tom Wright · Meridian Pharmacy — Liverpool
Paid in fullThe appointment popover, opened from a block in Week view.
- 1The popover — the customer, the reference, the service, the time, who and where, and the payment state.
- 2Open booking — opens the full booking editor.
- 3Take payment — opens this appointment’s bill, to add to it and take the money. Only there when Take payment is switched on and your login may take payment, and never on a cancelled appointment.
- 4Reschedule — opens the quick-edit side panel for this appointment, with its free times listed. Status changes are made there too.
- 5Customer and No-show — Customer jumps to that person’s record; No-show marks it straight away and emails nobody. On a no-show it becomes Not a no-show, which sets it back to Confirmed and sends Booking approved. A pending booking also gets Confirm, and a video one Join video.
The Diary has no delete button; deleting happens only from the bin on a row of the Bookings list. There is no trash and no undo. Deleting emails the customer nothing and does not remove the event from a connected Google or Microsoft calendar. If someone needs telling, set the status to Cancelled first — better still, leave it cancelled and keep the history.
Walk-ins and taking payment from the diary
Switch on Take payment in System › Features and the Diary gains two buttons for the money side of the day. They appear only for people allowed to take payment: owners, and anyone whose Take payment access is set to Edit (see Give your team their own logins). At View, neither button shows.
- Walk-in, in the toolbar. For somebody standing at the counter who wants seeing now. It opens the Walk-in window: pick what they are having and who sees them, and Book in and open the bill puts them in the diary from now (rounded down to the last five minutes) and opens their bill. No booking confirmation is sent. If the person you picked is busy, Booked warns you and offers Book them in anyway. Its Sale only option, beside Appointment now at the top, is for someone buying something with nothing to go in the diary. Every step is in Walk-ins.
- Take payment, in the popover. Opens that appointment’s bill without leaving the diary. Add another service, an item or a discount, then take the money by card on file, cash or your card machine. It is there on every appointment except a cancelled one, whether or not anything is still owed. See Take payment.
Closing the bill reloads the diary, so a walk-in shows in its column straight away, and an appointment you added time to on the bill is drawn at its new length. A walk-in’s popover carries a Walk-in tag.
Checking people in from the Diary
Switch on Check-in in System › Features and the popover gains a green Check in button, for anyone whose Diary or Bookings access is at Edit. Press it when the customer arrives: the block gets a green edge down its left and a tick before the name, the popover reads Here since 10:32 and offers Undo check-in instead, and Checked in joins the key above the grid. Every other open Diary picks the change up on its own within half a minute, so the person seeing them knows without being told. The status does not change and the customer is sent nothing; a cancelled appointment has no Check in button. The whole feature, including the Here tags on Bookings and on Take payment, is in Check people in when they arrive.
Quick edit: dragging an appointment to a new time
Press Quick edit and the Diary becomes draggable; the button turns dark and reads Done. A ghost block follows your cursor and snaps to your Time slot interval from Settings Booking rules, 15 minutes by default.
In Week view, dragging sideways changes the day and up or down changes the time, leaving the person alone; in Day view, dragging into another person's column reassigns the appointment. Month view cannot be dragged at all — Quick edit there shows a hint asking you to switch to Day or Week. If a move fails to save, an error banner appears and the calendar reloads to the true state.
Dropping on a red slot leaves the booking where it was: “That slot is taken or outside working hours, so the booking stayed where it was.” Only when Let staff override availability is on does it ask “Move it anyway?” instead. The colour only looks at other appointments for the same person and at days they or the branch are closed; it knows nothing about breaks or the hours within a day. So green is a hint: with the override off, Booked checks breaks and hours again when it saves, and a move it refuses snaps back with a red banner.
The quick-edit side panel
While Quick edit is on, clicking an appointment rather than dragging it opens a side panel. You can change the Date, the Time, the Service, Length, Staff, Location and Status, with the day’s free times listed and counted. It cannot touch the customer, price, notes, documents or payment — Full editor opens the whole booking for those. Choosing Anyone free for Staff gives the booking to whoever is free at the time you pick; if nobody is, it stays with the person who had it.
If an appointment has a length of its own — typed by hand, or the longer appointment of a group booking — dragging it, or pressing Confirm or No-show on its popover, resets that length to the service’s default. The quick-edit panel keeps the length it shows (and has its own Length control), so use that for these bookings and re-check the finish time after any drag.
Day view: who is doing what today
Day view gives every member of staff their own column. The filters shape those columns: pick a location and you see only the people who work there; pick one person and you see one column. Each column shades its own closed hours and draws that person's breaks. Day off in a column header closes that single date for that person; Working reopens it.
Adding an appointment or a break from the grid
Move your mouse over empty grid space in Day or Week view, with Quick edit off, and a small + follows the cursor. Click it and a panel asks “What goes in this slot?”, showing the day, the start time and the person, and offers Appointment or Break. A break belongs to one person, so in Week view Break only works once you have picked a member of staff in the filter.
Diary
Monday 28 September · Starts 11:15 · Hannah Green
Day view: one column per person, a break, the floating + and its two options.
- 1Day off / Working — closes or reopens this one date for this member of staff.
- 2A break — a hatched block in the column of the person it belongs to. Click it to remove it, for that day only or for good. Breaks stop the booking form offering that time.
- 3The floating + — follows your cursor over empty grid space in Day or Week view, when Quick edit is off.
- 4Appointment or Break — Appointment opens the booking editor with the date, the time and that person filled in (and the branch, when it is the only one they work at). Break opens the break panel for that person.
The break panel, Block out some time, asks What’s it for? — with one-click presets for Lunch, Admin, Training, Meeting and Cleaning — then From and Until. How often chooses Just this once (the default: this date only), Every week (pick the weekdays under Which days; it repeats until you remove it) or Date range (a First day and Last day, optionally Only on these days). A line underneath says exactly what it will block before you press Block this time. A person can hold at most eight breaks; a ninth is quietly ignored. Breaks are also editable on the person’s Hours & time off tab.
One last thing: in the booking editor a break shows as an amber time, and so does anything outside the hours. Staff can still pick it when Let staff override availability is on, even though the break is hidden from customers.