Appointments

A visit begins with a client, a requested start and end, a client count and a station. The Property Manager reviews that combination before confirming the appointment. A slot that appears free on a calendar may still be unsuitable if the station’s capacity is too small or another confirmed session overlaps the requested interval. The appointment record keeps the chosen station and service rate beside the client and reservation number, so the team can return to the same visit when treatment work and charges arrive.

When a client asks to change the time, the team reviews the station again. The previous choice of station should not be treated as evidence that the new interval is clear. A cancelled visit remains distinguishable from a completed service; both have their own appointment status. That distinction matters when reading activity and comparing charges with visits that actually took place.

• Intake. The Property Manager records the request with the client, station, service window and client count.
• Schedule. The team checks the selected station and moves an accepted visit from Requested to Confirmed.
• Delivery. The visit moves through in progress and Completed while treatment, task and account records remain linked to it.

A front desk team member can use the schedule to find the booking that a client means. The reservation number is a stable reference when two clients have similar names or a client returns for another appointment. Treatment bookings, service tasks, charges and payments each point back to the appointment, allowing the team to review the complete visit without merging unrelated visits.

Agree who records requests and who confirms them. The configured Property Manager role manages appointments, while the Front Desk Agent can view them and capture related treatment work. Decide how the team checks overlapping intervals and station capacity before accepting a time. Establish how far ahead the schedule is reviewed and what the desk should do when a client changes a requested service window.

Agree when an appointment becomes in progress and who closes it after the final account is reviewed. A completed visit has a different meaning from a cancelled one. The team should use those statuses consistently so the schedule, visit board and account review all describe the same event. Set a practice for recording the service rate at booking; rate list changes after a visit should not obscure what the team expected to charge for that visit.

Take a client requesting a nail service during a busy afternoon. Enter the service window, count and proposed station, then compare the station’s capacity and other confirmed visits. Confirm the appointment only after the interval fits. Ask the Front Desk Agent to find it on the schedule and add the treatment booking against the same reservation. When the service begins, review the appointment’s in progress state alongside the station’s In Use state. At close, make sure the charges and payment reference still lead to this appointment.

• Appointment Schedule — Find visits by client, station and service window before assigning treatment work.
• Appointment Requests — Review requested visits that still need a scheduling decision.
• Visit Status Board — See how visits move from request through completion.

Start with appointment handling, then follow visit delivery and final account review.