Scheduling
Scheduling is your appointment book. Each provider gets a column, their working hours show as the bright part of the column, and you book a service into an open time. Online bookings land on the same board.
Turn on the Scheduling app under Settings›Apps if you don't see it. It needs the Services app, because every appointment is for a service.
Where to find it
| Surface | Where |
|---|---|
| The Register | Scheduling in the Apps drawer |
| The web | Manage → Scheduling |
| The Paybrain app | POS tab → Manage → Scheduling |
Add your providers
Only team members who perform services get a column. On the Register, turn on Can perform services for them in Employees. On the web, it's Performs services (bookable as a provider) under Manage›Employees. Until someone has it, the board shows No providers yet.
Read the board
- The Register shows one day at a time. Use the arrows or the date to move, Today to jump back, and Month for a month view that shows how busy each day is. Tap a day to open it.
- The web has a Board view with a column per provider and an Agenda list. A month calendar and an All providers filter sit on the left on wider screens.
- The Paybrain app has Day, Week and Month views.
Under each provider's name you'll see their hours for the day, or Off or Not scheduled. A red line marks the current time.
| Status | Means |
|---|---|
| Booked | Booked, not yet confirmed. Online bookings waiting on a deposit stay here until it's paid. |
| Confirmed | Confirmed. Staff bookings start here. |
| In progress | The provider started the visit in the Paybrain Provider app. |
| Awaiting checkout | The provider finished the visit and it's waiting to be paid. The web and phone app call this Served. |
| Completed | Paid, or marked completed. |
| Cancelled / No-show | Shown dimmed and struck through on the board. |
Book an appointment
Pick a time
On the Register, tap an empty spot in a provider's column. It snaps to the nearest 15 minutes. To pick a time to the 5 minutes, press and hold, drag, and let go. Or tap Book in the toolbar. On the web, click an empty spot on the board or click Book.
Choose the service and add-ons
Pick the Service. If it has add-ons, choose them, and the total time updates. Suggested times (Open slots on the web) lists openings across your providers. Tap one to fill in the provider and time.
Choose the provider, date and time
Each provider shows their hours for that day. If a service is limited to certain providers, only they're listed. The Register confirms when the time Fits the provider's schedule.
Add the customer
Name, phone and email are optional, so you can book a walk-in. Start typing and Existing clients shows matches. Pick one to link the booking to their record. With an email on file you can send their forms in one tap later.
Book it
Add any Notes for the provider and tap Book appointment.
Two appointments can't overlap for the same provider. If the time is taken, pick another time or provider.
Book outside the schedule
You can book a provider outside their hours, for example to fit in a regular before opening. The booking sheet warns you, such as Outside Sam's hours (9–5) or Sam is off on this day, and the button changes to Book anyway. On the Register, tapping an off-hours slot on the board asks first: Outside schedule … Book anyway?
The appointment is booked as normal. Online booking never offers times outside a provider's hours.
Change an appointment
Tap an appointment to open it.
| Action | What it does |
|---|---|
| Edit / Reschedule | Change the service, provider, time or customer details. If the time moves, the customer is told by email, and by text if there's a phone number. |
| Complete & check out | Register only. Opens the sale with the visit filled in. See Check out a visit. |
| Mark completed | Web only. Closes the visit without taking a payment. |
| Confirm | Marks it Confirmed |
| No-show | Marks it No-show. No fee is charged. See Deposits and no-shows. |
| Cancel | Marks it Cancelled and tells the customer |
| Delete appointment | Removes it for good |
Set provider hours
Providers can be booked within their working hours, and their hours stay within the location's business hours. Set business hours per location under Settings›Locations.
On the Register, tap Hours in the Scheduling toolbar and pick the Provider.
- Weekly hours: add one or more windows per day. Use two windows for a split shift or a lunch break. Copy Mon → all copies Monday to every day. Tap Save weekly hours.
- This day: for the date open on the board, tap Mark day off, or set custom hours and tap Save custom hours. Clear goes back to the weekly hours.
On the web, open Provider hours. Set Weekly hours and click Save hours. Under Days off & custom days, pick a Date, choose Day off or Custom hours, and click Add.
In the Paybrain app, tap a provider's hours on the day view to mark that day off or set custom hours for it. Weekly hours are set on the Register or web.
A day off or custom day always wins over the weekly hours. With more than one location, weekly hours are set per location.
Who can do what
With PIN sign-in on, these permissions control Scheduling on the Register and in the Provider app. Manage them under Settings›Employees.
| Permission | Lets someone |
|---|---|
| View Schedule | See the board and month view |
| Manage Appointments | Book, reschedule, cancel and refund deposits on anyone's appointments |
| Assign Provider | Move an appointment to a different provider |
| Manage Availability | Edit provider hours and days off |
| Manage Online Booking Settings | Change the online booking settings |
| View Own Schedule | Providers see the board but manage only their own appointments |
A provider without Manage Appointments can still book and change appointments in their own column.