Managing appointments

Appointment statuses

Every appointment moves through statuses as it progresses:

• Pending — awaiting your approval.
• Confirmed — accepted and on the calendar.
• Checked in — the customer has arrived.
• Completed — the visit is finished.
• Cancelled — no longer happening.
• No-show — the customer didn't turn up.

Actions you can take

Open any appointment, from the calendar or the appointments list, to see the actions available:

• Confirm — accept a pending booking.
• Check in — mark the customer as arrived.
• Mark completed — close out a finished visit.
• Mark no-show — record that the customer didn't come.
• Cancel — end the appointment; you enter a reason, and the customer is notified automatically.
• Reschedule — move the appointment to a new date or time.
• Restore as confirmed — bring a cancelled or no-show appointment back to Confirmed if needed.

Alongside these, you can add internal notes visible only to your team, record a payment or refund, resend the confirmation, and print a receipt. Every one of these actions, along with automatic events like the original booking, is recorded in the appointment's timeline, so you always have a full history of what happened and when.

Tip Use internal notes for anything the next staff member should know before the visit — an allergy, a preference, a special request — rather than relying on memory.

The appointments list

Go to https://www.slotwise.skotechlabs.com/app/appointments to see every booking in one place, rather than on the calendar. From here you can:

• Filter by date range, status, team member, service, source or payment.
• Search for a specific customer or booking.
• Export the current list to CSV.

Booking sources

Every appointment records where it came from:

• Booking page — the customer booked online themselves.
• Website widget — booked through the widget on your own site.
• Added by the team — created by you or a staff member.
• Walk-in — a customer who arrived without booking ahead.
• Phone — booked over a phone call.

Filtering by source is a quick way to see how much of your business comes from online bookings versus walk-ins and calls.

Tip Check the No-show filter regularly — a customer's no-show count, visible on their profile, is a good early warning sign before you decide whether to require a deposit or a confirmation call for that person.

Tip Export to CSV before a busy season or a meeting with your accountant — it's the quickest way to get your booking data into a spreadsheet.

Tip Resend the confirmation if a customer says they never received it — this re-sends the same email and SMS rather than creating a new booking.