Calendar and appointments

The Calendar is your day-at-a-glance schedule: one column per bookable stylist, appointments laid out by time. Use Appointments for a searchable list of the same records. An appointment is the record; booking is the action a customer takes to create one.

Open the calendar

1. Pick a branch (the calendar is per branch).
2. In the sidebar, open Calendar.
3. Use the arrows or the date picker to move between days, and Filter by Stylist / Filter by Service to narrow the view. Click Apply Filters; Clear resets them.

On a phone, tap the stylist chips to switch which stylist’s column you’re viewing — one shows at a time.

Each block shows the customer, service, and time. Click a block to open its Appointment Details.

Create an appointment

1. On the Calendar, click New Appointment (or add one from the Appointments list).
2. Choose the customer, service, any add-ons, and the stylist.
3. Pick a time from the available slots and save.

Only slots where the chosen stylist is working and free are offered — the same availability rules the public site uses. See availability.

For a customer who’s already in the chair with no prior booking, use a walk-in instead.

Edit an appointment

1. Open the appointment from the calendar or list.
2. Click Edit Appointment to change the service, stylist, time, or add-ons.
3. To add extras mid-visit without reopening the whole form, use Add to visit — it appears while the balance is still unpaid.

Cancel an appointment

1. Open the appointment and click Mark as Cancelled.
2. Review the refund preview — the amount is calculated from your cancellation policy. You can override it (see no-shows and cancellation policy).
3. Choose how to notify the customer, then confirm.

Cancelling releases the slot and applies your refund rules. The card charge and any redeemed loyalty points are refunded at the same policy percentage (points are treated like any other tender), and package sessions are returned where the policy allows. Set those rules under no-shows and cancellation policy; the money side is covered in refunds.

Notifying the customer. The cancel dialog lets you pick which of the customer’s enabled, opted-in channels to send on — email, SMS, and/or WhatsApp — and send either your usual cancellation message or a custom one you type. A custom message is sent exactly as written (it’s a personal note, so just type the real words — there are no fill-in variables). Custom messages go by email or SMS only: WhatsApp delivers pre-approved message formats, so it carries your standard messages but not free-typed text — the dialog explains this when you pick custom. If the customer isn’t reachable on any channel, the dialog says so and the cancellation still goes through.

Appointment statuses

Statuses are colored on the calendar and shown at the top of Appointment Details. To move an appointment forward, click Mark as [status]. These are the standard states:

Status	Meaning
Pending Deposit	Created but waiting on the deposit. The slot is held, shown dashed on the calendar. If the deposit isn’t paid within the payment window, it’s released automatically.
Booked	Confirmed. The deposit is paid, or no deposit was required.
In Progress	The visit has started. Walk-ins begin here.
Completed	The visit is done and the balance is settled.
Cancelled	Cancelled, with any refund applied per policy.

You can add your own custom statuses for your workflow — the ones above are the built-in states every business has.

No-show is a flag, not a status

Marking a No Show doesn’t replace the appointment’s status — it sets a separate flag. On Appointment Details, click Mark as No Show (confirm in the dialog). Marking a no-show applies your no-show policy, which may retain part of the deposit. See no-shows and cancellation policy.

Undo No Show reverses a mistaken mark: the appointment returns to Booked, and a dialog lets you refund the kept fee (back to their card, or recorded as returned in cash) and restore any loyalty points the no-show took back. Returning money or points requires the Refund Overrides permission — or a one-time override code from a manager — plus a reason, and it’s recorded in the appointment’s override history.

Appointments that need rescheduling

If a stylist is made non-bookable, takes time off, or their hours change, any appointments now stranded outside their availability appear under Needs Rescheduling below the grid. Open each one to move it to a new time or stylist. When you make a change that would strand booked appointments, JustBook warns you first and lets you notify the affected customers before saving.

Related

• Availability — why a slot is or isn’t offered.
• Walk-ins — start a visit for a customer with no booking.
• Booking flow settings — what customers see when they book online.