Appointments

An appointment holds the client’s name, the subject (the design and placement, such as “forearm botanical, half sleeve start”), the start and end, the quoted amount in US dollars, the station and the coordinator who owns it. It moves through Requested, Held, Confirmed, In Progress and Completed, or ends as Cancelled or no show. Every change raises its revision.

A hold reserves station time for the session, including setup and cleanup minutes, and expires if the appointment is not confirmed in time. A hold that would overlap another claim on the same station is refused, so two clients are never booked into one chair at once. Confirmation follows consent clearance and a verified deposit.

• Request. Every enquiry is recorded as Requested with client, subject, times, quote and station.
• Hold without overlap. The hold reserves station time with setup and cleanup. A clash on the same station is refused.
• Confirm, work, complete. A cleared and paid appointment is Confirmed, In Progress during the session and Completed with its completion date.

Agree standard setup and cleanup times by job size, for example 20 minutes setup and 30 minutes cleanup for large pieces. Agree how long a hold stays open before it expires. Agree how multi-session pieces are booked: one appointment per sitting, each with its own consent clearance. Decide who owns an appointment when the coordinator is away.

A client asks for a half-sleeve start on August 12, 13:00 to 17:00, quoted at 600 USD, on station ST-2. The coordinator records the request and places a hold with 20 minutes setup and 30 cleanup. Another coordinator tries to hold ST-2 for a walk-in at 16:30 the same day; the hold is refused because the station is claimed until 17:30.

The consent packet is cleared and the 150 USD deposit is captured, so the appointment is Confirmed. On August 12 it moves In Progress at 13:10 and Completed at 17:05. The artist attaches the aftercare sheet for the client. The next sitting is booked as a new appointment.

• Appointments by Status Board — Open appointments grouped by Requested, Held, Confirmed and In Progress, with client, station and quote.
• Appointment Calendar — Held, confirmed and in-progress appointments by start and end.
• Upcoming Appointments — Appointments from today onward with client and station.

• Request to station hold: Record the request and hold the station.
• Deposit to completed session: Confirm on deposit and complete the session.

Plan the rollout with your front desk.