Appointments and clients

A booking starts with the client and the chair they will use. Property Manager records the planned start and end, client count and service rate before confirming the appointment. The client directory keeps the person’s name and contact details available for the next visit. Each appointment links back to that client, so reception can distinguish a returning customer from a new contact without duplicating the visit itself.

Front Desk Agent uses the appointment schedule to see the day’s confirmed work and passes booking corrections to Property Manager. A Requested appointment still needs its checks. The confirmation process checks the interval and chair capacity, then rechecks competing appointments before saving Confirmed. This matters when reception is handling a call while somebody else is booking the same station.

• Client identity. Choose the existing client after checking their name and contact details. Similar names deserve a closer look before the appointment is linked. Keep corrections on the client record so the next booking starts from the right information.
• Chair commitment. Select the intended chair and give the appointment a complete service interval. Check the client count against its capacity. Confirmed work belongs on the schedule only after the overlap check succeeds for that chair.
• Visit progress. Requested, Confirmed and in service describe distinct points in the visit. Completed records the finished appointment. Keep Cancelled visits distinguishable when reviewing the day, so a withdrawn request is not counted as completed service.

Agree who prepares booking information and who can confirm it. The configured Property Manager role owns appointment changes; Front Desk Agent can read appointments and coordinate the handoff. Review that division with the people who answer the phone before opening the shop’s pilot. Decide how they identify clients, interpret the planned service interval and choose the rate for the chair type.

Agree how the shop enters and compares appointment dates. An appointment ending when another begins has a different interval result from appointments that overlap. Chair readiness remains relevant when the next client arrives: a free slot on the schedule does not complete sanitizing. Discuss how reception will respond when service runs beyond its planned end.

Take a client requesting chair A for the pilot interval, with an agreed start and end. Property Manager checks the client details, the chair capacity and the selected rate, then confirms the request. Try confirming another appointment on chair A using an overlapping interval. The conflicting request must remain unconfirmed until its chair or interval changes.

Next, rehearse a request whose start equals the first appointment’s end. Check the interval result separately from the chair’s readiness at arrival. Front Desk Agent should be able to explain which appointment is confirmed and which chair is still being prepared. Repeating a successful confirmation must return the original outcome without creating another commitment.

• Appointment schedule — Confirmed and active visits with the planned start, end and assigned chair.
• Requested appointments — Booking details that Property Manager needs to check before confirmation.
• Appointment workboard — Active appointment states for a quick reception handoff.

Follow request to confirmed appointment, then service to ready chair.