Calendar and Appointments

In this article, you'll learn how to efficiently manage your schedule, from booking and editing appointments to rescheduling, canceling, and blocking time off.

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Overview of the Calendar

 

First, log in to your Pabau account, and in the left sidebar menu, click on Calendar.

The calendar page displays available shifts for today's date. If shifts are not set up yet, refer to our guide on creating shifts.

Grey areas represent hours outside of shifts, while white areas signify the shift itself. Appointments can only be booked within existing shifts.

Shifts listed show details at the top, with an indicator if related to a room.

A line indicates the current time, visually separating past and upcoming appointments.

In the top left corner, toggle the privacy setting to hide client details from appointments.

The date is in the center. Hovering over it will allow you to choose a different date, while clicking on it takes you to today’s date.

Under the privacy toggle, find the calendar filter. Click to open filter options on the right.

You can filter the calendar by locations, employees, appointment statuses, and services. After you're done selecting the elements you wish to see in the calendar, click on "Apply Filters".

There are various options in the top right corner:

• Confirmation Manager: Lists daily appointments and their confirmation status.
  
  
  
  
• Full-Screen Mode: Enables a larger view.
• Legend: Opens an icon legend for appointment information. These icons will appear on the appointments themselves to give you important appointment information at a glance.
  
  
  
  
• Settings: Adjust zoom, edit schedule, re-order columns, or access calendar settings.
  
  

In the "Configuration" tab under "Calendar settings", you can choose the calendar starting day, time slot size, and start and end time. 

In the "Appointment settings" tab, you can set the calendar to automatically have your communication checkboxes selected as well as allowing your appointments to overlap.

In the "Appearance" tab, you can choose to only display staff members' initials, hide appointment times, and hide clients' last names.

Calendar View Mode: In the dropdown, select Day, Week, or Month view. Choose to view working days, and canceled appointments, and switch between employee or room view.

By following these steps, you'll be well-equipped to navigate and make the most of your Pabau calendar. 

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How to Book an Appointment

In this article, we'll see how you can book appointments within an existing shift.

Step 1: Navigate to Calendar

Log in to your Pabau account, and in the left sidebar menu, click on Calendar.

Step 2: Select Timeslot

Click on the desired timeslot to open the "Create new appointment" menu. Appointments can only be booked within an existing shift, so make sure to first create a shift.

Step 3: Choose Client

Select the client from the search bar or create a new client by clicking on "Add new client".

Step 4: Service Selection

Choose the service for the appointment. Start time is pre-populated based on your selection, and duration is auto-filled based on the service set duration. Optionally, add appointment notes.

Step 5: Notification Preferences

In the "Notifications" section, you will find several tiles representing different client notification options.

Confirmation

The "Confirmation" tile indicates whether a standard confirmation will be sent to the client. If both the email and the SMS icons are blue, a confirmation will be sent through both channels. If one or both icons are greyed out, no confirmation will be sent via that method. These settings are automatically pulled from your Client Notification settings.

Reminder

The "Reminder" tile shows whether a reminder will be sent to the client. If both icons are blue, the client will receive reminders via email and SMS. If one or both icons are grey, reminders won’t be sent through that channel. These reminder settings are also pulled from your Client Notification settings.

Medical History

The "Medical History" tile indicates whether a medical history questionnaire will be sent to the client. The form sent will be the one marked as the default in your account.

If the tile is greyed out with an error icon, you’ll need to set up a questionnaire and mark it as default.

Forms

The "Forms" tile will show any additional forms linked to the service you are booking. By hovering over this tile, you can see which forms will be requested from the client before the appointment.

If the tile is greyed out with an error icon and you want to request additional forms from the client, you can set this up by following the steps in this guide.

Precares

The "Precares" tile will display any pre-care templates associated with the services you are booking, as set up in the service settings under "Client Pathway."

If the tile is greyed out with an error icon and you'd like to send precare instructions to clients, you can set this up by following the steps in this guide.

Feedback

Finally, the "Feedback" tile shows if a feedback request will be sent to the client. As with other notifications, if both the email and SMS icons are blue, the request will be sent through both channels. If one or both icons are grey, no feedback will be requested through that channel. These settings also pull from your Client Notification settings.

If you see an error icon and you want to send feedback requests to clients, ensure that the feedback request client notification is enabled by following the steps outlined here.

Step 6: Confirm Booking

Click the Book Appointment button. Preview the total cost and duration above it. The appointment is now scheduled.

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How to Edit an Appointment

In this article, you'll learn how to manage your appointments by editing details as needed. 

Step 1: Navigate to Calendar

Log in to your Pabau account, and in the left sidebar menu, click on Calendar.

Step 2: Access Edit Options

Click on the appointment you want to edit. In the menu that opens, click on "Edit appointment." 

This expands the menu, enabling you to edit the appointment details. 

Make the desired changes and click on "Save Changes" to confirm.

If you only need to adjust the appointment duration, drag the bottom of the appointment to increase or decrease the duration. Pabau will indicate the change in minutes. When done, in the prompt, click on "Reschedule anyway" to confirm.

By following these steps, you can easily edit appointment details.

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How to Reschedule an Appointment

This article covers how to reschedule an appointment in the calendar.

Step 1: Navigate to Calendar

Log in to your Pabau account, and in the left sidebar menu, click on Calendar.

Step 2: Locate the Appointment

Locate the appointment you want to reschedule. Depending on whether you're moving it to a different time on the same day or to a different day, there are two options to choose from.

Option 1: Drag and Drop

 

 

Option 2: Reschedule Through Context Menu

• Click on the appointment and in the context menu, select Reschedule.
  
  
• The appointment is "stored" in the Reschedule Appointments modal. You're free to navigate through the calendar, and select a different date - the modal will not go away.
• After you choose a different date, drag and drop the appointment from the modal onto the desired slot.
• Select if you'd like to notify the client - via email or SMS - and click on Proceed.
• Confirm by selecting Reschedule or Reschedule & Notify in the prompt.

If there are any conflicts with the desired slot, such as the room or staff member being unavailable, you will receive a warning. However, you can choose to ignore the warning and proceed with rescheduling the appointment.

The appointment has now been successfully rescheduled. 

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How to Cancel an Appointment

In this article, you'll learn how to manage appointment cancellations and maintain an organized and up-to-date schedule in Pabau.

Step 1: Navigate to Calendar

Log in to your Pabau account, and in the left sidebar menu, click on Calendar.

Step 2: Initiate Cancellation

Click on the appointment you want to cancel. In the appointment context menu, click on "Cancel".

In the following modal, select a cancellation reason from the dropdown menu. You cannot cancel an appointment without a cancellation reason.

Step 3: Confirm Cancellation

If necessary, adjust how you'd like to notify the client. Click on "Proceed" to confirm the cancellation.

The appointment is now successfully canceled.

If you wish to display canceled appointments in your calendar, click on "Calendar view mode" in the top right corner of the calendar.

Tick the "Show canceled" button to include canceled appointments in your calendar view.

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How to Book an Appointment From a Package

After successfully selling a package to a client, follow these steps to efficiently schedule appointments from a package.

Step 1: Navigate to the Calendar

Log in to your Pabau account, and in the left sidebar menu, click on Calendar.

Step 2: Choose the Desired Timeslot

Select the timeslot where you intend to book an appointment, then search for the client to whom you've previously sold a package by using the client search bar.

Step 3: Select the Package

After clicking on the client's name, a "Book from package" section will appear in the appointment creation modal. Click on the name of the package. This action will automatically populate the service name in the Service field.

Step 4: Add Appointment Details and Confirm the Booking 

Input appointment notes, choose notification preferences, and click on "Book Appointment" to complete the booking.

How to Use a Package to Pay for an Appointment

In this article, we’ll walk you through checking out a client using a package session as the payment method.

Step 1: Navigate to Calendar

Log in to your Pabau account, and in the left sidebar menu, click on Calendar.

Step 2: Access Appointment Checkout

Click on the specific appointment you wish to check out, then select "Checkout."

Step 3: Select Package as Payment Method

In the Point of Sale, confirm that the service in the cart matches a service included in the package the client previously purchased; otherwise, a package session cannot be applied as payment. Once confirmed, click "Continue" to proceed to the payment method selection.

On the payment method step, select "Packages" from the pre-paid payment methods. A small package icon will then be added to the item in the cart. If you hover over it you can see the name of the package being used.  

Step 4: Apply Package Session

Click on "Confirm Payment" to complete the checkout process.

The appointment has been successfully checked out using a package session. By clicking on the appointment in the calendar, you can view the details of the package used to pay for the appointment.

By following these steps, you can use package sessions to pay for appointments. 

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How to Block Time Off in the Calendar

This article covers how to create a block out in the calendar. Block outs are used to block time off in the calendar. They can only be created within a shift, so make sure to first create a shift.

Step 1: Navigate to Calendar

Log in to your Pabau account, and in the left sidebar menu, click on Calendar.

Step 2: Choose Timeslot for Blockout

Click on the desired timeslot for the blockout.

Step 3: Select Blockout Type and Input Details

At the top of the appointment creation modal, you will find the Blockout types created in your account. Click on the desired blockout type and input the blockout details.

The start time is based on the selected timeslot.

Each blockout type has a default duration, prepopulating the end time and duration field. You can adjust the duration as needed.

For an all-day blockout, use the "All day" toggle to cover the entire shift. Optionally, add a note with important information.

Step 4: Invite Guests

You can add other staff members to the blockout in the Guests section. This duplicates the blockout in their respective shifts. Skip this step if not applicable.

Step 5: Confirm and Book

At the bottom of the modal, click on "Book" to confirm. The blockout has now been successfully created.

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How to Edit, Reschedule, and Delete a Blockout

In this article, we'll guide you through the steps of editing, rescheduling, and deleting blockouts in Pabau.

Step 1: Navigate to Calendar

Log in to your Pabau account, and in the left sidebar menu, click on Calendar.

Step 2: Edit a Blockout

To edit a blockout, click on the blockout you want to edit and select "Edit Blockout" from the available options.

Make desired changes in the Blockout Details section and click on "Save Changes" to confirm.

To adjust the blockout duration, you can also drag the bottom of the blockout and click on Reschedule to confirm.

 

Step 3: Reschedule a Blockout

To reschedule a blockout, locate the blockout you want to reschedule.

Choose one of the following options:

Option 1: Drag and drop the blockout onto the desired slot. This method only applies when rescheduling on the same day. Click on "Reschedule" to confirm.


Option 2: Through the context menu, select Reschedule. The blockout is now "stored" in the Reschedule Blockout modal. You're free to navigate through the calendar, and select a different date - the modal will not go away. Drag and drop the blockout from the modal onto the desired slot and click on "Proceed".

Confirm by selecting "Reschedule".

Step 4: Delete a Blockout

To delete a blockout, click on the blockout you want to delete.

Choose "Cancel" from the available options. The blockout has now been successfully deleted.

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