Appointment Summary
See all your appointments in one place, find out which staff your customers ask for, why bookings get cancelled and who doesn't turn up, and keep track of any money still due.
How to open it: Customers › Appointment Summary, then Booking Summary, Requested employee, Cancellation reasons, No-shows or Pending Amount Summary.
📱 Requested employee, Cancellation reasons and No-shows show what your staff record in SimplePOS when they book or cancel an appointment. They fill up once your stores run a SimplePOS version that records this; your SimplePOS update notes say when yours does. Older appointments, and appointments booked or cancelled anywhere else, have nothing recorded.
Looking for the consent forms customers sign on their appointments? See Consent Forms and Signatures: Consent forms, Signed consents and Consent missing.
Booking Summary
Choose a store and your dates, then click Show appointments. At the top you'll see a quick count of your appointments by status:
| Count | Meaning |
|---|---|
| Confirmed Appointments | Booked and confirmed, but the customer hasn't arrived yet |
| Attended | The customer came and was served |
| Deleted | Cancelled appointments |
| Arrived | The customer has arrived |
| Online Booking | Booked by customers through your online booking page |
| App Booking | Meant for appointments booked through the app. This count isn't filled in yet, so it stays at 0 |
Below that, every appointment is listed, grouped by appointment. Each row is one service, with the Customer Name, Phone Number, Date, Time From / Time To, Service Name, Employee Name, Cost, Appointment Status, Remarks, the Room (if you use rooms) and the Bill Id once it's billed. Click the Bill Id to see the bill.
The cards count whole appointments while the list has a row for each service, and the cards leave out some statuses, so the two won't always add up.
💡 A high number of Deleted appointments? Consider sending appointment reminders — see Settings › SMS and WhatsApp › Appointment Reminder Settings. To see why they were cancelled, open Cancellation reasons.
Requested employee
See which of your staff customers ask for by name, and what those bookings bring in. Use it to give your most popular people enough hours on busy days, and to reward staff who build a loyal following.
Where "requested" comes from: when a customer asks for a particular person, staff mark it on that service while booking the appointment in SimplePOS. If every employee shows None, your stores haven't started recording requests yet.
To see the report:
- Choose Date From and Date To. These are appointment dates, in the store's own time. The page opens on the 1st of this month and today, and shows up to 366 days at a time. The dates stop at today.
- Click Show report.
- To see one store, pick it in the box under Store Location. To find one person, type in the box under Employee. The totals at the bottom follow what you filter.
Each row is one employee at one store, most requested first. Someone who works at two stores has a row for each.
| Column | What it shows |
|---|---|
| Employee | Who does the service. If a service has no employee of its own, the appointment's employee is used. |
| Store Location | The store where the appointments were booked. |
| Appointments | How many appointments this person has at least one service on. Cancelled appointments are left out, and an appointment with three of their services counts once. |
| Requested appointments | How many of those the customer asked for this person on at least one service, shown with a star, for example ★ 4 requested. None means no requests in your dates. |
| Requested % | Requested appointments out of all their appointments: 6 requested out of 24 is 25%. The total at the bottom is all requested appointments out of all appointments, not an average of the rows. |
| Revenue from requested appointments | What this person billed, tax included, on bills made from their requested appointments. It covers everything they billed on that visit, not only the requested service. Cancelled and returned bills are left out. |
| Booked value of requested services | The booked price of the services the customer asked this person for. It shows a value even when the visit was billed without opening the appointment. |
💡 Tips
- Revenue is zero but booked value isn't? The visit was billed without opening the appointment, or the bill was cancelled or returned. If your stores don't make bills from appointments, go by Booked value. When both have a value, revenue is the better guide, because it includes discounts and extras added at billing.
- An appointment shared by two people counts once for each of them, so the appointment totals can add up to more than your number of appointments.
- Someone missing? They had no appointments that weren't cancelled in your dates. Widen the dates or clear the filter boxes.
- You can't change whether a booking was requested here. This page only shows what SimplePOS recorded.
Cancellation reasons
See why your appointments were cancelled, how often each reason came up at each store, and how much booked business each reason cost you. Use it to spot patterns, such as lots of no-shows at one store.
Where the reasons come from: when staff cancel an appointment in SimplePOS, they pick a reason and can add a short note.
| Reason | What it means |
|---|---|
| Customer cancelled | The customer called off the visit. |
| Customer rescheduled | The customer moved the visit. Look for their new booking. |
| No show | The customer didn't turn up. Shown in red. |
| Employee not available | The staff member booked couldn't do it. |
| Booked by mistake | The appointment should never have been made. |
| No reason given | No reason was recorded. You'll see this for appointments cancelled on an older SimplePOS, or cancelled anywhere other than SimplePOS, where no reason is asked. |
To see your cancellations:
- Choose Date From and Date To. These are appointment dates, in the store's own time, up to 366 days at a time. The dates stop at today, so a cancelled future booking shows once its day arrives.
- If you want, pick an Employee to see only appointments where that person was booked for at least one service. Leave it on All employees to see everyone.
- Click Show cancellations.
- To see one store, pick it in the box under Store Location.
- Tick Show each appointment to list every cancelled appointment one by one. Untick it to go back to the totals.
Each row is one reason at one store, with each store's most common reason first.
| Column | What it shows |
|---|---|
| Reason | The reason staff picked, as a coloured label with an icon. |
| Store Location | The store the appointment was booked at. |
| Cancellations | How many appointments were cancelled for this reason. An appointment with several services counts once. |
| % of cancellations | This reason's share of that store's cancellations in your dates, or of the chosen employee's cancellations there. Each store's reasons add up to 100%. The total at the bottom is the share of the rows you can see. |
| Lost value | The booked price of the services on those appointments: the business you would have done if they had gone ahead. |
With Show each appointment ticked, you see the Date and Time, the Customer, the Services, the Employee booked, the store, the Reason, the Note staff typed, and the appointment's Value.
💡 Tips
- Lots of No show? Make sure appointment reminders are on (see Appointment Reminder Settings), and call customers the day before. The No-shows page shows who does it again and again.
- Lots of Employee not available? Check the staff roster before taking bookings.
- Tick Show each appointment and read the notes to hear the reasons in your customers' own words.
- Almost everything says No reason given? Those appointments were cancelled before your SimplePOS asked for a reason, or outside SimplePOS. Reasons will show as staff cancel with an updated SimplePOS.
- You can't change a reason here. This page only shows what was recorded.
No-shows
Spot customers who often don't turn up, so you can ask for an advance or call to confirm before their next visit.
How no-shows get here: a customer doesn't come, staff open the appointment in SimplePOS, tap Cancel Appointment and pick the reason No show, perhaps with a note such as "did not pick up the phone". It shows here the next time you click Show no-shows. Appointments cancelled with any other reason, with no reason, or cancelled here in the back office don't show on this page. They still appear as cancelled in Booking Summary. A booking that staff simply left as confirmed after its time passed doesn't show here either, until someone cancels it as No show.
To find no-shows:
- Choose Date From and Date To. These are appointment dates, in the store's own time, up to 366 days at a time.
- Click Show no-shows.
- To see one store, pick it in the box under Store Location. To find a customer, type their name or phone number in the box under Customer or Phone.
Each row is one appointment the customer didn't turn up for, newest first.
| Column | What it shows |
|---|---|
| Date, Time | When the appointment was booked for, in the store's time. |
| Customer, Phone | Who booked, and their phone number as saved on the customer. Customer is empty if the appointment was booked without one. |
| Services | Everything booked on the appointment. |
| Employee | The staff booked for those services. |
| Store Location | The store the appointment was at. |
| Value | The booked price of the services: what the visit was worth if the customer had come. The footer adds up the rows you see. |
| Note | Anything staff typed after picking No show. Empty when they added nothing. |
| No-shows in the last 12 months | How many times this customer didn't turn up in the 12 months up to and including this appointment, at any of your stores. |
Repeat no-shows: when a customer has missed 2 or more appointments in 12 months, the count shows as an orange warning label, for example ⚠ 3 no-shows. A plain 1 means this was their only one in that time. The count goes back 12 months from each appointment, not from today, and it looks beyond the dates you picked.
💡 Tips
- For customers with a warning label, ask for an advance when they book, or call the day before to confirm.
- If one store has many no-shows, check that appointment reminders are turned on for it — see Appointment Reminder Settings.
- Use the export button above the list to share it with your front desk.
- You can't mark a no-show here. Staff mark it when they cancel the appointment in SimplePOS.
Pending Amount Summary
🔑 Who can see this: not shown on the SimplePOS plan.
Appointments across all your stores where the customer paid an advance or still owes money. There are no dates to choose: use the filter row in the list to find a customer or store. For each appointment you'll see the Store, Customer Name, Phone Number, Date and Time, Pending Amount, Paid Amount, the Bill Id, the Appointment Status and Remarks.
Only appointments with a pending amount linked to a bill are listed. To see all appointments, use Booking Summary.