Calendar

How to read the calendar#

1. Open Calendar in the menu. In the web admin and the iOS app it first shows the current week, in the Android app today.
2. Switch between Day and Week at the top. In the day view each person has their own column.
3. Page through with the Back and Next arrows; Today jumps to the current day.
4. Tap All or a name to see only one person's appointments.

Appointments with a dashed outline are not confirmed yet. Hatched areas are blocked times, for example Absent or Private appointment from a connected calendar. Times outside working hours are dimmed, and the red line shows the current time.

How to create an appointment#

1. Tap Appointment at the top or click a free spot in the grid. Day, time and person are then already filled in.
2. Under Customer, search for an existing person by name or phone. For a new customer, enter the name and Phone or Email (optional).
3. Choose the service and the person. The fields use the names your business set in the settings.
4. Check Date and Start. The duration comes from the service.
5. Choose Appointment for a phone booking or Walk-in for a customer who drops by.
6. Leave Send confirmation switched on if the customer should get a confirmation, then tap Create appointment.

Appointments you create are confirmed right away. Working hours and booking rules do not apply here, so you can also add appointments outside working hours. If the appointment overlaps another appointment of the same person, it is not created. Time off and private appointments are not checked here. Without Send confirmation, no reminder is scheduled either.

How to confirm or complete an appointment#

1. Tap the appointment in the calendar. The details show time, service, person, phone number and any Customer note.
2. If the appointment is not confirmed yet, tap Confirm.
3. After the appointment, tap Done. If the person did not show up, tap No-show.
4. Open customer profile takes you to the customer's record. If the customer record is not included in your subscription, you land on the customer list with a notice instead.

With Done, Bookelva sends the customer a one-time review request. This feature is part of the Pro, Business and Premium plans. If the register is included in your subscription, Check out takes you straight to the register.

How to cancel an appointment#

1. Tap the appointment in the calendar.
2. Tap Cancel appointment and confirm the prompt.

For upcoming appointments, the customer automatically gets a cancellation by email. Without an email address it goes out by SMS, if SMS is included in your subscription and Bookelva has set up SMS sending for your shop (on request); without this setup, customers without an email address get no message. Customers who use the Bookelva app also get the cancellation as a push notification. Scheduled reminders are stopped and the entry in a connected calendar is removed. An online payment is not refunded automatically; you handle that under Payments. A cancelled appointment cannot be restored; you find it under Bookings with the Cancelled filter.

How to reschedule an appointment#

1. In the iOS app, open the appointment in the calendar or under Bookings.
2. Tap Reschedule, choose date and time under New start and tap Move.
3. Alternatively, press and hold the appointment in the calendar and drag it to the new time or to another person.

In the web admin and in the Android app, appointments cannot be rescheduled at the moment. If the new time overlaps another appointment of the same person, it is not moved. Scheduled reminders move to the new time. Bookelva sends no email or SMS about the change; only customers who booked through the Bookelva app get a push notification. So let the customer know yourself.

How to block time#

The calendar has no separate button for blocking time. Here is how to keep time free:

1. Regular breaks: add several time blocks per day to the person's working hours.
2. Holidays or single days: add time off for the person. In the app you can also pick times of day.
3. Private appointments: if the person's calendar is connected under Calendar sync, their private appointments block the time automatically.
4. Whole business closed: add a period under Settings → Booking rules → Business holidays.

Blocked times cannot be booked online. Appointments you create yourself in the calendar are still possible. Calendar sync is part of the Starter, Pro, Business and Premium plans.