Managing Appointments

The calendar is where you'll spend most of your time in Salonnare. Since 21 April 2026 you can schedule multiple services back to back in a single appointment -- handy for clients who, for example, get a cut first and then colour with the same or a different staff member.

Viewing your calendar

Open Bookings in the sidebar. At the top you can switch between views:

• Day -- all appointments for one day, with a column per staff member.
• Week -- the broader overview for your whole week.
• Month -- a high-level overview, handy for spotting busy days at a glance.
• Rooms -- appears only when you have treatment rooms configured; shows a column per room.

Use the arrows at the top to jump forwards or back. Next to the date sits a button that jumps you back to now in one click -- its label matches the view: Today in day view, This week in week view, and This month in month view. If you're already looking at that period, the button is greyed out and does nothing.

Creating an appointment

1. Click an empty slot or the New appointment button.
2. Pick the client -- just type to search.
3. Add one or more services. The first is the primary one; below it you can stack extra services with + Add service.
4. For each service, choose the staff member (can differ per service).
5. Confirm the date and start time. The end time is calculated automatically from the duration of each service.
6. Optionally assign a treatment room (only visible when you have rooms configured).
7. Optionally add notes or internal notes (see below).
8. Click Save.

The appointment lands in the calendar right away and your client automatically receives a confirmation email.

Adjusting the treatment duration

Does a treatment usually take a bit longer or shorter for a particular client than the duration in your service catalogue -- for example thick hair that takes more time, or a client who's just faster? Adjust the duration per service.

1. In the appointment editor, add a service (or open an existing appointment).
2. Next to the service you'll see a Duration (minutes) field showing the service's default duration. Change this number to override the duration for this one appointment.
3. The appointment's end time is recalculated automatically based on the adjusted duration.

Each service in the appointment has its own duration field -- handy when you stack multiple services (see Multiple services in one appointment). The duration is capped by the Maximum block duration under Settings > Calendar > Multiple services (default 240 minutes).

Remembering the duration per client

Want Salonnare to also prefill this adjusted duration on this client's next appointment?

1. First turn on the Remember treatment duration per client setting under Client settings -- it's off by default.
2. In the appointment editor, next to the duration field, check Default for this client. This checkbox only appears when the setting is on and a client is selected.
3. Click Save.

On this client's next appointment for the same service, Salonnare automatically prefills the remembered duration as soon as you pick the service -- you can still override it manually afterwards. This applies not only when you schedule the appointment, but also when the client books online themselves.

Quickly managing your availability

Besides creating a new appointment, you can also use an empty time slot in the calendar for quick schedule actions.

• Desktop -- right-click an empty time slot.
• Mobile -- press and hold an empty time slot.

The Quick actions menu appears with four options:

• New booking -- opens the appointment editor for this time slot.
• Mark as available -- marks the time slot as scheduled.
• Mark as unavailable -- marks the time slot as not scheduled.
• Schedule break -- creates a break block with its own name (default "Break", for example changed to "Lunch" or "Meeting").

Each action opens a window with a pre-filled, adjustable start and end time. The action applies to the staff member the calendar is currently filtered on -- if the calendar is showing all staff, Salonnare first asks you to pick a staff member via the filter.

Automatic breaks (see Staff) and manually scheduled breaks both block online bookings too. Want to adjust a colleague's schedule instead of your own? You need the Manage everyone's roster permission for that (see Staff).

Notes and internal notes

The editor has two text fields:

• Notes -- general remarks about the appointment (for example "wants a trim, no layers").
• Internal notes -- visible to staff only, never to the client. This field has a dashed border so it stands out visually from the regular notes field.

Treatment rooms

If you have treatment rooms set up, you can choose a treatment room per appointment in the editor. In the calendar you can then filter by room, and the Rooms view shows a column per room. Appointments without a room assignment appear under "No room".

Opening the client card from an appointment

In the detail view of an appointment, click the client's name. The client card opens on top of it, with visit history, notes, preferences and gift cards. Close that card and you are back in the appointment straight away. The same happens when you edit and save the client from that card -- so you never have to leave the calendar to look something up or change it.

Editing an appointment

1. Click an appointment in the calendar.
2. Adjust what's needed: time, services, staff, room, or notes.
3. Click Save.

Changes are emailed to the client automatically.

Copying an appointment

Want to quickly schedule a similar appointment -- for example a follow-up for the same client, or the same combination of services for someone else at a different time? Use Copy instead of typing everything again.

1. Click the appointment to open the detail view.
2. Click Copy at the bottom.
3. Salonnare opens the appointment editor, prefilled with the same client, service(s) (including any adjusted duration), and staff member.
4. Date and time stay empty -- you pick those yourself for the new appointment.
5. Adjust anything needed and click Save.

Moving an appointment

Moving is about date and time. To change the staff member as well, use the editor.

Dragging (on a computer)

Grab the appointment and drag it to another moment; releasing it moves it straight away.

The steps count from the appointment's own start time, in increments of the slot size you picked under Settings. An appointment at 15:05 therefore goes to 15:20 and 15:35, not to 15:15. Pass the edge of something else -- another appointment, a break, or the start or end of the working day -- and it snaps flush against that first. From there the interval starts counting again.

Once you let go, a Moved to ... message appears with an Undo button. Ctrl+Z works too.

Picking a moment

1. Choose Move in the appointment's action menu -- right-click in the calendar, or at the bottom of the detail view.
2. A bar appears at the top with the client's name, and the appointment dims so you can still see where it came from.
3. Browse to another day or week if you like; the mode stays active until you close it with the cross.
4. Click or tap the moment the appointment should go to. Tap an existing appointment and it takes over that start time, so the two line up neatly.
5. A window opens with date and time, both editable. Click Move.

If the staff member is already booked at the new moment, or the treatment room is taken, Salonnare asks for confirmation first. Choose Move anyway if you deliberately want to double-book.

Breaks and time-off blocks are moved in exactly the same way.

Cancelling an appointment

1. Click the appointment.
2. Set the status to Cancelled.
3. Confirm.

Your client automatically receives a cancellation email. The appointment is kept in your records and simply marked as cancelled.

Appointment statuses

Every appointment has a status:

• Confirmed -- confirmed and scheduled (the default status of a new appointment).
• Provisional -- waiting for your approval (with booking-on-request).
• Completed -- the treatment is finished.
• Cancelled -- the appointment was called off.
• No-show -- the client didn't turn up.

Change a status via the dropdown in the editor (when editing an appointment) or via the quick actions in the notification center.

Handling no-shows

1. Open the appointment.
2. Set the status to No-show.
3. If you have no-show fees enabled, Salonnare asks whether you want to send a payment request right away.

See No-show fees for the settings.

Tips for a smooth calendar

• Buffer time -- in Settings, add automatic breaks between appointments for cleaning up or client handover.
• Colour code -- colour appointments by service category or by staff member -- which also helps you scan the calendar quickly.
• Start with the dashboard -- check the Dashboard each morning for the day's overviews.

Want appointments to repeat automatically? Read Recurring appointments.