Manage appointments

The Appointments page lists your bookings by day with their status. Use it to approve new requests, move a booking to another time, cancel it, and close it off after the visit. At the end every booking will have the right status, and the customer will have been told about the change on WhatsApp.

Before you start

• You can see Appts in the left rail. If not, ask your admin to give your role Appointments access.
• Bookings are coming in. See Take bookings on WhatsApp.

Steps

Find a booking

1. Open Appts in the left rail, then select Appointments. The Appointments page opens. The subtitle shows how many requests are waiting, for example 3 pending requests.
2. Bookings are grouped under day headings: Today, Tomorrow, then the full date.
3. Each row shows the status, the service and time, the customer's phone and the provider, for example with Dr Mehta.
4. To see one day, click Today. Use Previous day and Next day to move. Click Show all upcoming (the X icon) to see every day again.
5. Click Refresh to load new bookings.

Read an empty list

1. If the page shows No appointments yet, no booking exists. The message reads Requests booked over WhatsApp and manual bookings will appear here. Set up WhatsApp booking first. See Take bookings on WhatsApp.
2. If the page shows Nothing on this day, you are looking at one day with no bookings. The message reads Pick another day, or clear the filter to see everything. Click Show all upcoming.
3. If the page shows an error with Please try again., click Refresh.

Confirm or reject a request

New requests show the status Requested.

1. On the booking, click Confirm to accept it, or Reject to turn it down.
2. The message Done appears. The status changes to Confirmed or Rejected.

Ohanvi sends the customer a WhatsApp message: Your appointment has been confirmed. or Sorry, your appointment request could not be accepted.

Move a booking to another time

Move is available on Requested and Confirmed bookings.

1. Click Move. A date picker opens. Pick the new date.
2. A time picker opens. Pick the new time.
3. If the time is free, the message Appointment moved appears. The booking is confirmed at the new time and its reminders move with it.
4. If the time is not free, the Move appointment dialog opens with the reason and These times are free:. Click one of the offered times to move the booking there.

Move does not send the customer a message. Tell them the new time yourself.

Cancel a booking

1. On a Requested or Confirmed booking, click Cancel.
2. The message Done appears and the status changes to Cancelled. Queued reminders are removed.

Ohanvi sends the customer Your appointment has been cancelled.

A cancelled booking cannot be reopened

Cancelled, Rejected, Completed and No-show are final. To bring the customer back, they need to book again.

Close off a visit

1. On a Confirmed booking, click the three-dot menu.
2. Choose Mark completed after the visit, or Mark no-show if the customer did not come.

To mark no-shows automatically, set Mark as no-show after (minutes, 0 = never). See Set booking rules and reminders.

Booking statuses

Status	Meaning	Actions offered
Requested	Waiting for your approval.	Confirm, Reject, Move, Cancel
Confirmed	Booked. Reminders are queued if turned on.	Move, Cancel, Mark completed, Mark no-show
Rescheduled	Moved to a new time.	None on this page
Rejected, Cancelled, Completed, No-show	Closed.	None

Video walkthrough

[VIDEO]

Troubleshooting

Issue	Cause	Fix
Action failed	The booking changed in the meantime, for example it was already cancelled or completed.	Click Refresh and check the status.
That time is not available	The new time is outside working hours or your booking rules, or no provider is free.	Pick one of the times under These times are free:.
Somebody just took that time	Another booking took the slot while you were moving this one.	Pick one of the offered times.
The customer did not get the WhatsApp message	Status messages are plain text. WhatsApp refuses plain text to customers who have not written to you in the last 24 hours.	Contact the customer from the WhatsApp inbox with an approved template.
No appointments yet	No booking has been made.	Add a booking flow. See Take bookings on WhatsApp.
An older booking is missing	The page loads the latest bookings only [LIMIT].	Find it on the Schedule → Appointments view. See Schedule.

Related

• Take bookings on WhatsApp
• Set booking rules and reminders
• Schedule