How to Book an Appointment for a Client

When a client calls, texts or walks up to the desk, you can get them on the books in a few taps. The booking form also handles two-service visits, custom lengths and repeat appointments.

Open the booking form

Pick whichever is quicker:

1. On the Calendar, click an empty time slot in a staff member's column. The form opens with that date, time and staff member filled in.
2. Or tap the round + button at the bottom right and choose New Booking.

The form is called Create New Booking.

Fill in the booking

1. Type the client's name in Customer name. Pick them from the list, or keep typing to add someone new and enter their Phone (optional).
2. Choose the staff member under Provider.
3. Choose the Service. Each one shows its length, like "45 min".
4. Set the Date and Time.
5. Pick a Status: Confirmed (the default) or Pending.
6. Add Customer Notes or Internal Notes if you need them. Internal notes are for staff and show on the calendar card with a lock icon.
7. Click Create Booking.

If the name you typed looks like a client you already have, SupaDay asks Use an existing customer? so you don't end up with duplicates. Pick the match, or choose Save as new customer.

Check for conflicts first

Before you save, the Availability Check section lets you make sure the time is free.

1. Click Check Conflicts.
2. If the slot is free, you'll see No conflicts detected.
3. If not, you'll see Booking Conflicts Detected with Suggested alternatives: the Next Available Time, Other Times Today and Other Available Providers. Tap one to use it.

By default staff can still save a booking that overlaps another one. If you want SupaDay to block overlaps, turn on Prevent booking conflicts for staff in Settings under Booking Settings.

Add a second service or staff member

Some visits need more than one service, like a cut and color, or a mani and pedi with two techs.

• Add Service adds another service for the same staff member, right after the first one.
• Add Provider adds another staff member for the same client at the same time.

Each extra row is labeled Booking 2, Booking 3 and so on, with its own staff member, service and time shown underneath. All rows are saved together as one group visit.

Give one booking a custom length

If this client needs more or less time than usual, click Custom duration under the date and time and set the length. The service's normal length stays the same for everyone else.

You can also drag the bottom edge of an appointment on the calendar to make it longer or shorter.

Edit an existing booking

1. Click the appointment on the calendar to open Booking Details.
2. Click Edit Booking.
3. Change the customer, staff member, service, time, status or notes.
4. Click Save Changes.

Want this client back on a schedule? Turn on Repeat booking in the same form. See How to set up recurring appointments.

Change the status or delete

You don't need to open the edit form to change the status. In Booking Details, pick a new one from the status menu and it saves right away:

• Pending: not confirmed yet
• Confirmed: the appointment is set
• Completed: the service is done
• Cancelled: the client cancelled
• No Show: the client didn't come

To remove a booking completely, click Delete in Booking Details and confirm. Most of the time it's better to mark it Cancelled so it stays in your history. More on that in How to handle cancellations and reschedules.

Heads up: Staff whose access lets them book for teammates, but only with approval, will see a "Pending" note in the form. The other staff member has to accept first. See How to approve bookings made for you.