Calendar — book customers with your team

Book customers with the people who serve them: working hours, closed days, free times only, a reminder the day before, and Done & bill opens the Bill counter with everything on it.

5 min readUpdated 31 Oct 2026

In this guide

The calendar is where you book customers with the people who serve them — who comes, when, with whom, for how long. Two visits never overlap one person's time, the day before each visit the customer can get a reminder, and when the service is done one tap opens the Bill counter with everything on it.

What the calendar is

The calendar is being switched on business by business (salons first). Where it is on, tick Calendar in CRM → Personalize and Calendar joins the menu under Customers. Anywhere else the page says The calendar isn't switched on for this business.

Booked in the CRM, or on your website?

You (or your front desk) book the customer — on the phone, at the counter, for the next visitThe calendar — this guide

The customer books themselves on your website's booking pageAppointments — until your website is connected to the calendar

Set it up

Open Calendar → Calendar setup:

Who takes appointments — tick the people customers book with (your Staff); each one's appointments happen at the branch you pick beside them.
Working hours — for each person, up to three time ranges a day (a second range for a lunch break), or Use the shop's hours. A day with no hours is a day off. Nobody can be booked outside their hours, on approved leave, or after their last working day.
Closed days — days the whole shop is closed; nothing can be booked on them.
Start times — every 15 or every 30 minutes.
Reminder the day before and Confirmation when booked — both start off; see Reminders.

Setup needs the Manage staff, attendance, branches & setup permission. Unticking someone, changing their branch or closing a day is refused while they still have visits booked — move or cancel those first; the page says how many.

Book a visit

New appointmentOr tap an empty time on the day
The customerSearch by name or phone
The servicesHow long each takes
Who and whenA free time

Pick the services and the visit's length adds up by itself (an item with no time set counts as 30 minutes, and the sheet says so). Choose the person, or Any stylist — the first one free, someone who does that service first. Only free start times are offered. If someone else books that time a moment before you, you see That time was just taken — pick another and nothing is saved. Walk-in now books the customer at the current time, already arrived. A family member on the customer's card can be the one booked.

The day and the week

On a computer or tablet the day shows a column for each person, their working hours, and every visit coloured by what is happening — booked, arrived, in service, done, no-show, cancelled. On a phone you see Everyone as one list, or one person's day. The Week view lists the next seven days. Tap a visit to:

Arrived and Start service — as the customer comes in and sits down.
Move — another day, time or person (only free times are offered).
Note — anything to remember for this visit.
No-show — once the start time has passed.
Cancel — with a reason if you want one; the time is freed at once.

Needs a new time. When someone's leave is approved, their hours change, or they are given a last working day, the visits that no longer fit wait in Needs a new time at the top of the day until you move or cancel them — they never stay booked on a time nobody can serve.

Done & bill

When the service is done, open the visit and tap Done & bill. The Bill counter opens with the customer and the services at the prices they were booked at, each one ticked done by the person who served them. A bill you had open on the counter is held first (resume it from the strip above the items). Check it, add anything else they bought, and charge: the visit is marked done, the time is freed, and it shows on the customer's card with the bill.

A visit already billed, or cancelled, can't be billed again — the counter says so and takes the link off the bill: tap Charge again to bill without the appointment. Cancelling that bill later asks Was the service done? — No cancels the visit too; Yes keeps it done.

Done & bill needs the Create invoices & quotes permission (the Bill counter's own).

Reminders and the confirmation

Reminder the day before (Calendar setup — off until you turn it on): every customer booked for tomorrow gets one WhatsApp reminder with the day, the time, who they are with and the services, prepared at the hour you choose (7 am to 9 pm, India time). A visit booked later for tomorrow is reminded within 5 minutes. Move a visit and the reminder is for the new time; cancel it and a reminder still waiting is cancelled too. A reminder still waiting when the visit starts is never sent late.

Confirmation when booked (also off until you turn it on): the customer gets one message the moment you book. A walk-in gets none.

Both go out by themselves only where your WhatsApp API number sends updates by itself; otherwise they wait in Customer messages for one tap. If the quiet hours would hold a reminder until less than an hour before the visit, it waits there for you instead. Customers who said stop are never messaged.

Who can do what

Manage appointments on the Team page — book, move, cancel. On by default for the owner and managers; the front-desk view turns it on, the stylist and marketing views leave it off. Anyone who can view the CRM can see the calendar.
A team member who sees only their own customers sees other customers' visits as Busy — the time, never the name.
A login limited to some branches sees and books only the people of its branches.

On the customer's card

Done visits join the customer's history. A customer moved to Trash keeps their visits; while they have a visit still ahead, the automatic erase after 7 days waits. Erasing them yourself shows how many visits go with them.