Appointments and the calendar

The calendar

Calendar shows one column per person. Pick a view at the top: List, Day, 3 days, Week or Month. The Time off and Service slots buttons turn those layers on and off. Today jumps back to now.

Book a client at the desk

1. Press New appointment, or click an empty spot in a person’s column.
2. Stay on the Appointment tab. Check the start time, pick the Client and the Services, and add a note for the tech if you like.
3. For a standing appointment, set the repeat to Every week or Every 2 weeks up to Every 8 weeks, and the number of times. Press Review N dates to see each date and untick any that clash.
4. Press Book.

If the person isn’t scheduled that day, KlevaBook asks first and you can choose Book anyway.

If the salon requires a card on file and the client has none, you can Hold until a card is added. The button becomes Book and text the link. The booking shows as Awaiting card and confirms when the client adds a card.

Find a time next to New appointment searches for the best openings across your team instead of picking a column yourself.

The other two tabs are Event (blocked time, see the hours guide) and Slot (a service slot window).

Open, edit and move

Click an appointment to open it. You’ll see Schedule next (book the client’s next visit), Edit, Reschedule and Move. After Move, tap the new time on the calendar. You can also open the client’s card from here with Client profile →.

Cancel an appointment

1. Open it and press Cancel appointment.
2. Confirm. The time opens up for booking again.
3. You can Undo from the message that appears for a few seconds. The cancellation goes out when that message closes.

If the appointment is one of a visit with several parts, KlevaBook asks whether to cancel The whole visit or Just this one. For a standing appointment it asks whether to cancel just this one or this and the ones after it.

Cancelling from the calendar does not text the client. There is no “text the client” option on this screen, so call or text them yourself if they need to know. KlevaBook itself sends nothing. In Automatic sync mode the cancellation is passed to Square.

No-shows

Open the appointment and choose the no-show action, then Mark no-show. It stays on the calendar as a no-show and counts in the client’s history. If the client had already asked to cancel or move, a warning tells you before you mark it.

Check in

On the appointment you can mark the client as Check in, or Client confirmed once they’ve said yes to a reminder. Both can be undone.

Requests

Requests holds bookings from your booking page and the AI receptionist when your salon accepts bookings one by one. A client’s ask to move an appointment waits here too. The time is held for the client until you answer. The screen is hidden when you take no requests and nothing is waiting.

Open a request to see that person’s day on the calendar and what the client wrote.

• Accept: the booking goes to Square, which texts the client that it’s accepted.
• Decline: the time opens up again and nothing is sent to Square. If the client has a phone number, a switch lets you text them that you can’t take it.
• Modify: change the booking, for example remove an add-on the client says no to on the phone, then accept.
• Another time…: find a different slot for the client.

Bookings you make yourself are never requests.