User Manual Scheduling

Modify Bookings

Best Practices for Change Appointment Management

• Communicate Changes Early: Notify customers and providers if changes are significant, especially with recurring events.
• Double-Check Recurring Changes: Be cautious when changing recurring series to avoid unintended updates.
• Document Key Changes: Capture notes of changes for recurring series to track adjustments easily.
• Changes and Cancellations:
  • Users cannot edit or cancel appointments directly from the list view to avoid accidental changes.
  • All modifications must be made through the detailed appointment view.

This guide ensures you can efficiently manage appointments, minimizing disruptions and maintaining accuracy across your scheduling system.

Change a Single Appointment

A single appointment refers to a one-time event that is not part of a recurring series.

**You can use the process below to make change to an instance of a recurring series. Please note that making change to an instance of the recurring series will not change the whole series

Steps to Change a Single Appointment:

Access the Appointment:

• Navigate to your appointment calendar or scheduling system.
  • Left Navigation, then click on “Scheduling” option
• Locate the specific appointment you want to change.
  • Use filters on the dates / Appointment types or customer names

Notes: You can also get to the appointment from the customer profile page, or under the "Bookings" Tab under Customer's Context. See Step 1B

Access the Appointment - Via Customer Page

• Navigate to the customer profile
  • Left Navigation, click on Customer
  • Search for the customer using search function
• Select the desired customer, click on the customer's name
• Click on the Booking Tab and find the desired appointment

Open the Appointment: Click on the appointment to open its details.

Edit Appointment Details

• Adjust the relevant fields (e.g., time, date, location, service questions).
• Update the title or description if necessary.

Save and validate the Changes:

• Click Save or Update to confirm the changes.
• Verify the updated appointment details on your calendar.

Change One Instance of a Recurring Appointment

(Use the same process to change a single appointment)

Change the Series of Recurring Appointments or Pausing the Service

Use this option if you need to modify details for all occurrences within a recurring series.

Access the Appointment - Via Customer Page

• Navigate to the customer profile
  • Left Navigation -→ Customer
  • Search for the customer using search function
• Select the desired customer, click on the customer's name
• Go to the Bookings Tab
• On the Booking Tab, Select the recurring series that you want to make change to that instance
• Click on button Recurring Booking on the top right

Open the Appointment Series: Click on the appointment to open its details. A window on the left will slide out to open the appointment series detail view

Edit Appointment Details / Pausing

In this screen, you can either edit an existing appointment series or pause the service for a period.

A. Editing: Adjust the relevant fields (e.g., time, date, frequency, location, service questions). Update the title or description if necessary.

B. Pausing the service: Please note that you can also pause a recurring appointment by setting the pause date and the resume date. The appointments within this time frame will be cancelled or not created.

Save and validate the Changes: Click Save or Update to confirm the changes.

Verify the updated appointment details on your calendar.

Important: Changing a recurring series will cancel all of the future appointments and new appointments will be generated with the updated changes.

Note, if you have made any one-off change to an existing appointment in the original series, the changes to that one-off appointment will be gone. If you want to retain that change, you will need to make that update again to that particular instance in the new series.