How to Book an Appointment

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".

After selecting a client, you will see the following information in the top-right corner of the appointment booking modal:

• The client’s total sales (including both paid and unpaid invoices)
• The total number of completed appointments
• The last review score left by the client
• The total number of cancelled appointments
• The total number of no-shows

In the Alerts & Allergies section, you can view any allergies and staff alerts recorded for the client, if applicable.

In the Notes section, you can see any appointment and client notes and also add a new appointment note.

In the Files section, you can preview the last three files uploaded to the client’s card.

How to Book an Appointment_

In the Last 3 Appointments section, you can view the client’s last three appointments and switch between them using the arrows. To rebook an appointment, click the “Rebook” button.

In the Client Created section, you can see the date the client was created and the staff member who created the profile.

Step 4: Service Selection

Start time is pre-populated based on your time slot 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.

 

Payment

The "Payment" tile shows whether a notification will be sent to the client once a payment is made. If both the email and SMS icons are blue, the client will receive a confirmation via both channels. If one or both icons are grey, the notification won’t be sent through that method.

These notifications are controlled by your Payment Policy settings. For example, if you’re using Express Booking, clients can automatically receive a secure payment link via email right after booking. This helps ensure timely payments and keeps clients informed about their transactions.

Step 6: Confirm Booking

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

When you hover your mouse over any appointment on the calendar, a summary card will appear displaying the following key details:

• Client Name: The full name of the client attending the appointment.
• Client Email: The primary email address for contacting the client.
• Service Booked: The specific service or treatment the client is scheduled to receive.
• Time & Duration: The appointment's start time and its total scheduled length.
• Status: The current status of the appointment (e.g., Confirmed, Arrived, Completed).
• Room: The designated room or location within the clinic for this appointment.
• Doctor: The name of the practitioner assigned to perform the service.
• Payer: Indicates who is responsible for the payment (e.g., the client or a third-party insurer).
• Emergency Contact: Key contact information to be used in case of an emergency.
• Alerts: Displays critical client information, such as known allergies or medical problems.

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