Managing appointments
The Calendar gives you a visual overview of all scheduled appointments. You can book new visits, open details, edit times and other fields, drag events to reschedule, and cancel — all in one place (where your permissions allow).
Calendar views
Use the buttons in the top-right corner of the calendar to switch between three views:
- Week (default) — a grid of the current week with time slots from 7 AM to 9 PM. Best for day-to-day scheduling.
- Day — a single day in full detail. Useful when you have a busy day and need a clear picture hour by hour.
- Month — a high-level overview of the entire month.
Use the prev / next arrows to navigate between periods, and the Today button to jump back to the current date.
Booking a new appointment
There are two ways to open the booking form:
- Click any empty time slot on the calendar to open the form with the date and time pre-filled.
- Click New appointment on the Dashboard page.
Enter the customer's name and phone number. If the phone number matches an existing client it will be linked automatically.
Select from the services you configured in Business Settings. The service determines the appointment duration.
Adjust the date/time if needed, add optional notes, and click Book.
The appointment appears on the calendar immediately after saving.
Viewing appointment details
Click any FrontDesk appointment on the calendar to open its detail panel. It shows the customer name and phone, the service, who it is assigned to (when your team uses staff calendars), the start time, current status, and any notes from when the appointment was booked (including notes from the AI receptionist).
If you are allowed to manage appointments for the business, you will also see an Edit button. Events that come only from Google Calendar (mirrored busy blocks) are read-only here — there is no Edit or Cancel, and you cannot drag them.
Editing an appointment
Open the appointment panel, then click Edit.
- Service — change the service; when you do, the end time updates to match the new length (you can still adjust start and end manually).
- Start and End — change the date and time using your shop’s timezone (the same timezone set in Business Settings).
- Assigned to — appears when your business uses team calendars; choose a staff member or “Any available”.
- Notes — update internal notes.
- Status — set to confirmed or completed as appropriate.
Customer name and phone are shown for reference only; to change client details, use the Clients page or create a new booking with the correct customer.
Click Save changes to apply updates, or Discard changes to return to the read-only view without saving.
Moving and resizing appointments (drag and drop)
If you can manage appointments, you can reschedule directly on the grid:
- Drag an event to another time or day — the new time is saved when you release it.
- Resize an event by dragging its bottom edge — useful when you need a longer or shorter slot without opening the editor.
Times always follow your business timezone. If something looks off after a move, check that your timezone in Business Settings matches where you operate.
Cancelling an appointment
Open the appointment detail panel and click Cancel appointment. You will be asked to confirm. Cancelled appointments are removed from the calendar view.
Appointment colours
Each service is assigned a unique colour automatically. This makes it easy to see the mix of services at a glance when multiple appointments appear in the same time period. The colour assignment is consistent — the same service always uses the same colour.
In team-calendar views, colours may reflect the assigned staff member instead. Mirrored events that exist only in Google Calendar use a neutral stone colour so you can tell them apart from FrontDesk bookings.
When your AI receptionist books an appointment over the phone, it appears on the calendar automatically — no manual entry required. The caller's details and any notes from the call are included.
Plans with Google Calendar can connect and sync with Google so bookings appear in both places.