Appointments & Agenda

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Overview

The Appointments & Agenda module provides a comprehensive booking system for managing your beauty center’s schedule. It offers a visual calendar interface with day and week views, real-time booking management, staff assignment, and complete status tracking for all appointments.

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Key Features

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Calendar Interface

View Modes

• Day View: Focused timeline showing all appointments for a single day
• Week View: Extended view displaying appointments across 7 days
• Easy Navigation: Quick jump to today, or navigate forward/backward by day or week
• Date Display: Clear formatting showing weekday, date, and month in Spanish locale

Visual Timeline

• Time-based layout with start and end times prominently displayed
• Color-coded appointment cards based on status
• Hover effects for better visual feedback
• Responsive design adapting to all screen sizes

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Appointment Management

Core Booking Information

• Client assignment (required)
• Staff member assignment (optional)
• Service or Pack selection
• Date and time scheduling
• Duration in minutes
• Optional notes field

Status Workflow

• Pending: Initial state when booking is created (yellow/warning styling)
• Confirmed: Appointment verified and confirmed (blue/info styling)
• Completed: Service successfully delivered (green/success styling)
• Cancelled: Appointment cancelled by client or center (red/error styling)
• No Show: Client failed to attend scheduled appointment (gray/muted styling)

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Search & Filtering

• Real-time search across all bookings in current view
• Filter by client name or surname
• Filter by assigned staff member name
• Instant results as you type
• Search persists across view changes

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Quick Actions

Each appointment card provides dropdown menu access to:

• Confirm: Change status to confirmed
• Complete: Mark service as delivered
• Cancel: Set status to cancelled
• Edit: Modify booking details
• Delete: Permanently remove from schedule

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User Workflows

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Creating a New Appointment

1. Navigate to Agenda from the main menu
2. Select the desired date using:
   • Calendar navigation buttons (previous/next)
   • “Hoy” (Today) button to return to current date
   • The selected date determines the default booking date
3. Click Nueva Cita button in the top toolbar
4. Fill in the booking form:
   • Client: Search and select from your client database (required)
   • Staff: Assign a staff member to the appointment (optional)
   • Service/Pack: Choose what service is being booked
   • Date: Defaults to selected calendar date (can be changed)
   • Start Time: Select appointment start (HH:mm format)
   • Duration: Enter service duration in minutes
   • Notes: Add any special instructions or client requests
5. Click Save to create the booking
6. The new appointment appears on the calendar timeline immediately

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Viewing Appointment Details

Each appointment card displays:

• Time Column (left border):
  • Large start time (e.g., “10:00”)
  • Small end time (e.g., “11:30”)
  • Day of week abbreviation
• Main Card Content:
  • Status badge with current state
  • Assigned staff member name (if any)
  • Client full name in bold
  • Service/Pack ID reference
  • Duration indicator with clock icon
  • Notes preview (if added)

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Changing Appointment Status

Method 1: Quick Status Update

1. Locate the appointment on the calendar
2. Click the three-dot menu icon on the appointment card
3. In the dropdown, select the desired status action:
   • Confirmar: Mark as confirmed
   • Finalizar: Mark as completed
   • Cancelar: Mark as cancelled
4. Status updates immediately with color change

Method 2: Full Edit

1. Open the appointment dropdown menu
2. Click Editar
3. Modify any booking details including status
4. Save changes to update the appointment

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Editing an Appointment

1. From the calendar view, click the three-dot menu on any appointment
2. Select Editar from the dropdown
3. The booking form opens with current values pre-filled
4. Modify any fields:
   • Change client or staff assignment
   • Adjust date and time
   • Update duration
   • Edit notes
   • Change status
5. Click Save to apply changes
6. Calendar updates to reflect the modifications

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Rescheduling Appointments

1. Open the appointment for editing
2. Change the Booking Date to the new desired date
3. Update Start Time if needed
4. Adjust Duration if the service time has changed
5. Add a note explaining the reschedule reason (optional)
6. Save the appointment
7. The booking moves to the new date on the calendar

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Managing No-Shows

1. When a client fails to attend their appointment:
2. Open the appointment dropdown menu
3. Select status update to No Show (from the dropdown or edit form)
4. Optionally add a note about attempted contact or circumstances
5. The appointment remains on the calendar for record-keeping with muted styling

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Deleting Appointments

1. Click the three-dot menu on the appointment
2. Select Eliminar from the dropdown
3. Confirm deletion in the warning dialog
4. The appointment is permanently removed from the system
5. Note: This action cannot be undone

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Searching for Specific Bookings

1. Use the search box in the top toolbar
2. Type any part of:
   • Client first name
   • Client surname
   • Staff member name
3. The calendar filters in real-time to show only matching appointments
4. Clear the search box to show all bookings again

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Switching Between Views

Day View (recommended for detailed daily management)

1. Click the DÍA tab in the view selector
2. See all appointments for the selected date in a linear timeline
3. Navigate between days using arrow buttons

Week View (recommended for planning ahead)

1. Click the SEMANA tab in the view selector
2. See appointments across 7 consecutive days
3. Navigate between weeks using arrow buttons
4. Useful for capacity planning and staff scheduling

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Business Benefits

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Optimized Scheduling

• Visual timeline prevents double-booking
• See staff availability at a glance
• Balance workload across team members
• Identify scheduling gaps for optimal utilization

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Improved Client Experience

• Quickly confirm availability during phone calls
• Send appointment confirmations with accurate details
• Track client attendance patterns
• Professional booking management increases trust

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Staff Coordination

• Assign specific staff to appointments
• Track staff schedules and workload
• Plan breaks and coverage
• See who is booked when

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Operational Efficiency

• Reduce paper appointment books
• Instant search across all bookings
• Quick status updates from any device
• Eliminate scheduling conflicts

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Business Insights

• Track appointment volume by day/week
• Monitor no-show rates
• Analyze booking patterns for staffing decisions
• Measure completion rates vs cancellations

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Revenue Management

• See daily/weekly booking value
• Identify prime booking times
• Optimize pricing based on demand
• Track service popularity through bookings