Appointments

Take booking requests from your website and confirm, decline or cancel each one from a single list.

Use it when

Use it when visitors book a time with you on your website and you want to say yes or no to each request yourself. A schedule on your site sends every request here as Requested.

Use something else when

If nobody books from your website and you only need a list of work with due dates, use Job tracker. For questions rather than bookings, use Enquiries.

How to add it

  1. Open My Business, then Advanced, then Data.
  2. Press New data.
  3. Under Suggested, pick Appointments.
  4. Under Options, keep the name "Appointments" or type your own.
  5. Press Review changes, check what it adds, then press Apply.

You see Added, and the new table opens, empty.

You don't have to add it first: adding a schedule to your website makes one for you if you don't have one.

How to take bookings on your website

  1. Open My Sites, open your site, and choose Schedule in the editor's side panel.
  2. Press Add a schedule, pick Book a time and press Use.
  3. Choose the page, and change the Heading if you like.
  4. Open Timing to set Each visit (minutes), Gap after each visit (minutes), Notice needed (hours), Books ahead (days) and Holds a request (hours).
  5. Press Add. The schedule shows in the panel with the table its requests go to.
  6. Press Publish. Visitors can now pick an open time and request it.

How to confirm or decline a request

  1. In the site editor's Schedule panel, open the schedule and press Open. Or open My Business, then Advanced, then Data, then your Appointments table.
  2. Click the request.
  3. Set Status to Confirmed or Declined. Later, you can set a confirmed one to Cancelled.
  4. Let the person know yourself, by email or phone. Changing the status doesn't tell them.

How to keep repeating visits

Enable Allow repeating visits on the schedule and publish it. Visitors may choose weekly, every two weeks, every four weeks or monthly. Confirm the first visit to make one next confirmed occurrence at the same local time. The table's Repeat, Series and Repeating visit note are visible on the record's Progress section. An unavailable time pauses continuation with a note instead of another booking; it does not skip ahead to a later date. Resolve the conflict and clear the note before retrying continuation. Clearing the note does not itself promise an automatic retry.

The same Appointments built-in automation continues generated visits through Data's existing date-in-a-row trigger. Cancel appointments with All off cancels only that visit and preserves the series, including a confirmed first visit whose confirmation has not yet been processed by the automation. All on stops its series and cancels future visits whether continuation runs before or after cancellation, without touching past or unrelated appointments. An unpublished draft change does not change the live process.

The server records each request's originating schedule in f_schedule_ref as siteUUID:scheduleId; generated visits keep that identity, even when schedules share this table. Older rows are adopted only when retained publication history identifies one unambiguous originating schedule. Otherwise recurrence and cancellation refuse until authorized staff supply a verified origin through Data's checked write path.

How to add an appointment

Bookings from your website arrive here by themselves. Do this for a visit someone asks for by phone or in person.

  1. Open the Appointments table from your sidebar, or open My Business, then Advanced, then Data, and pick it.
  2. Press New appointment. If you renamed the table, the button may say something else.
  3. Under Name, type the customer's name, such as "Sam Patel".
  4. Pick when it Starts. Add the Phone and Email if you have them.
  5. Press Create appointment.

You see Appointment created.

What it adds or changes

Creates an empty table · no rows or automations

It adds a table with these columns:

Column Type Choices
Originating schedule text
Repeat text
Series text
Service reference text
Version reference text
Repeating visit note long text
Name text
Email email
Phone text
Note long text
Staff text
Starts timestamp
Ends timestamp
Held until timestamp
Status single choice Requested, Confirmed, Declined, Cancelled

Settings

Setting What it does Default
Label The table's name, which also titles the list it opens as. Appointments

Example

Fernwood Dog Grooming, a fictional salon, adds a "Book a groom" schedule with 60-minute visits. A visitor asks for 10:00 on Thursday and writes "Small terrier, first visit". The request appears as Requested. The groomer checks her diary, sets it to Confirmed and emails the customer.

If something isn't working

Limits