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Manage an appointment: arrive, bill, change or cancel

👤 For: Front-desk staff, receptionists and store managers

Tap any appointment on the calendar to open it. On a computer, it opens in a panel on the right. On a phone, it opens as a full screen.

The buttons at the bottom​

ButtonWhen you'll see itWhat it does
AcceptOnline bookingsConfirms a booking that came in online.
ArrivedConfirmed appointmentsMarks that the customer is here. It turns green on the calendar.
Job CardStores using job cardsPrints a work slip for the staff. The number shows how many have been issued.
BILLINGSaved appointments (not yet billed)Sends the appointment to the billing screen.
SaveUntil it's billedSaves any changes.
Cancel AppointmentUntil it's billedCancels the appointment.
CloseAlwaysCloses the appointment without saving.

A typical visit​

  1. Customer arrives. Open their appointment and tap Arrived.
  2. (Optional) Print a job card for the stylist. Tap Job Card.
  3. Service is done. Tap BILLING. Simple POS moves everything to the Billing screen, with the customer and services already added.
  4. Add any products they're buying, then take payment as usual.
  5. Once the bill is done, the appointment turns Attended automatically, and you're taken back to the calendar. 🎉

Change an appointment​

  • Move it to another time or staff member. Open it, make the change, then tap Save.
  • Change a service's staff, price or duration. Tap the service in the list and edit the Employee, Sale Cost or Service Time, then tap Save.
  • Add a service. Use Search & Select Service.
  • Remove a service. Tap it and choose Remove → Confirm. To remove several at once, press and hold one, tick the others, then tap Remove.

ℹī¸ Note: Once an appointment is saved, its customer can't be changed. You'll see "Cant change Customer of Saved Appointment." Cancel it and make a new booking instead.

🔓 Optional feature: Change staff on booked appointments Some stores lock the staff member once an appointment is booked. Ask your admin to turn ON AllowEmployeeChangesInAppointment (under Appointment Settings) in the back office settings. If the setting is not available, please contact Invoay Support.

Cancel an appointment​

  1. Open the appointment.
  2. Tap Cancel Appointment.

Cancelled appointments turn grey (Deleted). If you tap one later, you'll see "Appointment Already canceled".

Pain points​

If a pain-points record was added for the appointment (for example, areas of the body to focus on during a massage), it's shown under Pain Points in Extra details.

Past appointments​

If your store doesn't allow past bookings, appointments whose time has already passed can't be changed or cancelled. The Save and Cancel buttons disappear, and the remark becomes read-only.

🔓 Optional feature: Back-dated billing If your store doesn't allow back-dated billing, you can't bill an appointment from a previous day. You'll see "Back Date Billing is Disabled, please contact your manager." Ask your admin about IsBackdateBillingDisabled in the back office settings. If the setting is not available, please contact Invoay Support.