Using the calendar
Your schedule by day, week or month — and editing straight from it.
The calendar is the fastest way to see what your day actually looks like, and the quickest place to move an appointment. It opens on Week, on the current week, and shows every time 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.
Your schedule by day, week or month.
Flu vaccination
Blood pressure check
Travel health consultation
Yellow fever vaccine
Ear microsuction
Flu vaccination
Travel vaccination
Flu vaccination
Week view at the Bramhall branch, with the toolbar controls ringed.
- 1Quick edit and Add booking — Quick edit makes the calendar draggable and becomes Done while it is on. Add booking opens the booking editor, pre-filled with the date on screen.
- 2Today, ‹ 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.
- 3Day / Week / Month — the view switcher. Booked opens on Week, on this week; a page refresh forgets the date and the filters you had set.
- 4All locations, All employees and search — narrow the calendar to one branch or one person. Choosing a location shortens the employee list to the staff who work there.
- 5An appointment block — start time, customer, badges, service. Blocks take their service's colour; cancelled turn grey, no-shows red.
| View | What you get |
|---|---|
| Day | One column per member of staff, plus an Unassigned column if any appointment has no employee. 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, up to three chips a day plus a +2 more link. A chip opens the appointment; anything else in the cell switches to Day view. |
What a block tells you at a glance
Each block shows the start time, the customer, any badges, the service, and in Week view the employee — as much as fits. Hovering shows the full line, for example "09:00–09:30 · Priya Sharma". Very short appointments are drawn at a minimum height so they stay clickable.
- Paid, Deposit and Refund tell you where the money is.
- ×3 is a group booking for three; Walk-in was added at the counter.
- A camera icon beside the start time marks a video consultation.
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 employees dropdowns limit what the calendar draws. The search box beside them matches customer, service, employee, location and status — but not the date, the price or the booking reference, so typing "GB-00042" finds nothing.
Closed hours are shaded, and staff breaks drawn, only once you pick a specific location and/or employee. Left on All locations and All employees, Week view shows a bare grid that looks as though you are open around the clock.
Opening an appointment
Click any block and a popup opens with the essentials and the common actions.
The appointment popup, opened from a block in Week view.
- 1The status pill — the appointment's current state, next to the customer's name.
- 2Set status — clicking a chip saves straight away, with no confirmation, and emails the customer: Confirmed sends "Booking approved", Pending "Booking pending", Cancelled "Booking cancelled". Completed and No-show send nothing.
- 3Edit, Customer and Delete — Edit opens the full booking editor, Customer jumps to that person's record, and Delete asks "Delete this booking?" first.
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.
Quick edit: dragging an appointment to a new time
Press Quick edit and the calendar becomes draggable; the button turns into 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 employee 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 asks "That slot clashes with another booking or falls outside working hours. Move it anyway?" — and you can always say yes. That check only looks at other appointments for the same employee, knows nothing about staff breaks, and reads an unassigned appointment as free. Green is a hint, not a guarantee.
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, Start time, Service, Employee, Location and Status, with a badge that updates live to read "Slot available" or "Clash / closed". It cannot touch the customer, price, length, notes, documents or payment — Full editor opens the whole booking for those. Choosing — Any — for the employee removes the assignment and drops that booking into the Unassigned column.
If you gave an appointment a length of its own, dragging it, changing its status from the popup or saving from the quick-edit panel all reset that length to the service's default. Set lengths in the full editor, and re-check the finish time after any calendar move.
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 and a small + follows the cursor. Click it and Add to this slot offers two options.
Your schedule by day, week or month.
Day off
Working
Yellow fever vaccine
Flu vaccination
13:00–14:00
Blood pressure check
Wed 26 August · 15:00
Day view, the floating + and the Add to this slot options.
- 1Day off / Working — closes or reopens this one date for this member of staff.
- 2A break — a grey block with a clock icon in the column of the person it belongs to. Breaks stop the public booking form offering that time.
- 3The floating + — follows your cursor over empty grid space. It appears only in Day and Week view, and only when Quick edit is off.
- 4Appointment or Break — Appointment opens the booking editor with the date, the time and the hovered column's employee filled in. Break opens the break form for that person.
The break form asks What's it for? — it suggests "Lunch" — then Starts and Ends (max time). The When toggle chooses Repeat weekly, which blocks the chosen weekdays forever, or Specific dates, which limits it to a From date and To date. An employee can hold at most eight breaks; a ninth is quietly ignored. Breaks are also editable under Business Employees Times.
Break only appears when Booked can tell whose break it is — in Week view with All employees selected, it cannot. Choose an employee in the filter, or use Day view. Breaks and days off also need staff-management permission, so an account limited to bookings may see the buttons but not be able to use them.
One last thing: the booking editor's Start time list does not know about breaks. It will offer a slot over someone's lunch, even though that break is drawn on the calendar and hidden from customers.