Creating and Managing Appointments

This guide explains how to create, edit, and cancel appointments in Xolapp. It covers calendar and list views, statuses, and reminders. It is for anyone who schedules or manages bookings.

Schedule and manage all your appointments efficiently with Xolapp's comprehensive appointment system. Create, edit, cancel, and track appointments with ease.

Creating a New Appointment

Location: Appointments → New Appointment

Create appointments manually for existing clients or let new clients book through your public page. All bookings appear in your appointments list.

Step-by-step process:

1. Go to Appointments from the main menu
2. Click the New Appointment button (usually in the top right)
3. Fill in all appointment details in the form
4. Click Create Appointment or Save to confirm

Appointment Details:

Client (Required)

Select from your client list or create a new client on the spot

Service (Required)

Choose the service being provided from your services list

Date & Time (Required)

Select the appointment date and start time

Staff Member (Optional)

Assign to a team member if you have staff

Notes (Optional)

Add special instructions, client preferences, or important reminders

💡 Tip: The appointment duration is automatically set based on the selected service. The end time is calculated from the start time plus service duration.

Viewing Appointments

Xolapp offers multiple ways to view and manage your appointments, making it easy to see your schedule at a glance.

Calendar View

See appointments displayed on a visual calendar. Perfect for:

• • Day, week, or month overview
• • Visual scheduling and planning
• • Spotting availability gaps
• • Quick date selection

List View

See all appointments in a detailed list. Great for:

• • Detailed information at a glance
• • Sorting and filtering
• • Bulk operations
• • Exporting appointment data

Editing Appointments

Need to reschedule or change appointment details? You can edit appointments at any time.

How to edit:

1. Find the appointment in your calendar or list view
2. Click on the appointment to open the details
3. Make your changes (date, time, service, staff, notes, etc.)
4. Click Save or Update Appointment to confirm changes

📧 Automatic Notifications: If appointment reminders are enabled, clients will be notified of any changes to their appointment date, time, or service.

Canceling Appointments

Sometimes appointments need to be cancelled. Xolapp makes this process simple while maintaining your records.

How to cancel:

1. Open the appointment you want to cancel
2. Click the Cancel Appointment button
3. Confirm the cancellation in the dialog that appears

What happens when you cancel:

• • Appointment status changes to "Cancelled"
• • Time slot becomes available again
• • Client may be notified (if enabled)
• • Appointment remains in history

Record keeping:

Cancelled appointments remain in your history for record-keeping and analytics. You can still view all details, but the time slot is freed up for new bookings.

Appointment Reminders

Location: Settings → Appointments

Xolapp can automatically send email reminders to clients before their appointments, reducing no-shows and improving attendance rates.

Reminder features:

• Automatic sending: Reminders are sent automatically based on your settings
• Multiple reminders: Set reminders at different times (e.g., 48 hours and 24 hours before)
• Confirmed only: Reminders are only sent for confirmed appointments
• Appointment details: Reminders include date, time, service, and location information

💡 Best Practice: Enable reminders and set them to send 24-48 hours before appointments. This gives clients enough notice to prepare or reschedule if needed.

📋 Appointment Status: Appointments can have different statuses: Pending (awaiting confirmation), Confirmed (approved and scheduled), or Cancelled (no longer active). Configure auto-confirmation in Settings to automatically confirm bookings.

Frequently asked questions

How do I create a new appointment?

Go to Appointments, click New Appointment, then select the client, service, date and time. Optionally assign a staff member and add notes. Click Create Appointment or Save. Duration is set from the service.

Can I change or cancel an appointment?

Yes. Open the appointment from the calendar or list, edit the details and save, or click Cancel Appointment and confirm. Cancelled appointments stay in history but free the time slot.

Where do I turn on appointment reminders?

Go to Settings → Appointments. You can enable email reminders and set when they send (e.g. 24 or 48 hours before). Reminders are only sent for confirmed appointments.

What is the difference between calendar view and list view?

Calendar view shows appointments on a day, week, or month grid. List view shows them in a sortable, filterable list. Use the view selector on the Appointments page to switch.

Do clients get notified when I change an appointment?

If reminders and change notifications are enabled in Settings, clients can be notified when the date, time, or service of their appointment is updated.