Managing Appointments

The Calendar is the heart of your daily schedule. It uses a full-featured calendar view powered by FullCalendar, with day, week, and multi-provider views. Open it from the sidebar under Today > Calendar.

Creating an Appointment

1. Click or drag on an empty time slot in the calendar to open the appointment form
2. Fill in the details:
   • Client — Search by name or add a new client on the spot
   • Service — Choose from your service menu; duration and price auto-fill based on the service selected
   • Date and time — Pre-filled from where you clicked, but adjustable
   • Provider — Assign a team member (defaults to you if you’re a solo practitioner)
   • Notes — Add any session-specific notes
3. Click Save to create the appointment

The new appointment appears on the calendar immediately with a color-coded block based on the service type.

Editing an Appointment

• Click on any appointment block to open its details
• From the detail view, you can update the client, service, time, provider, notes, or status
• Drag and drop an appointment to quickly reschedule it to a different time slot
• Resize an appointment block by dragging its bottom edge to adjust the duration

Appointment Statuses

Appointments follow a state machine with defined transitions:

Status	Meaning
Scheduled	Confirmed and on the calendar
Checked In	Client has arrived
In Progress	Session is underway
Completed	Session finished
Cancelled	Appointment was cancelled
No Show	Client did not arrive

Status changes are validated — you can only move forward through logical transitions (e.g., you cannot mark an appointment as “Completed” if it was never “Checked In”).

Cancelling an Appointment

1. Click on the appointment
2. Change the status to Cancelled
3. If your practice has a cancellation fee policy configured, BusyBook can automatically apply the fee to the client’s account

Rescheduling

Drag the appointment to a new time slot, or open the appointment and change the date and time fields. BusyBook checks for conflicts with business hours and other appointments before allowing the change.

Context Menu

Right-click on an appointment to access quick actions:

• Copy the appointment (paste it to another time slot)
• Duplicate to create a similar appointment
• Open the client’s profile
• Go directly to checkout at the Register

Exporting Your Schedule

Use the export options in the calendar toolbar to:

• Download as CSV — Export appointments for a date range
• Download as PDF — Generate a printable daily schedule
• Summary export — Get appointment counts and revenue totals

Multi-Provider View

If you have team members, switch to the multi-provider (resource) view to see each provider’s schedule side by side. This makes it easy to spot availability across your team.