Create an appointment manually

Create an appointment on behalf of a customer directly from the admin, perfect for phone bookings, walk-ins, or manual adjustments.

🧭 When should you use this?

Use manual booking when:

• A customer calls or messages you to book

• You need to add a walk-in appointment

• You want full control over time, staff, and status

• You’re fixing or recreating a booking

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🛠️ Step-by-Step: Create a Booking Manually

1. Open the app > click Appointments

2. Click Add appointment (top-right corner). The Create Appointment form opens

1. Select the service & variant

• Service: Choose the service (e.g. Yoga Class)

• Variant (if available): Choose the service option (e.g. Beginner)

The service duration will automatically apply.

1. Assign a team member. Available times depend on this staff’s availability

2. Choose date & time

• Pick the Date

• Select the Start time

⏱️ End time is calculated automatically based on service duration.

1. Select a customer

• Search and select an existing customer

• Customer is required to save the booking

📌 Tip: Create the customer in Shopify first if they don’t exist.

1. Set appointment & payment status

• Appointment status

  • Approved (default)

  • Pending

• Payment status

  • Paid

  • Unpaid (for free or pay-later services)

1. Optional settings

• Bring more people (for group bookings)

• Send email notification to the customer

• Add internal notes (not visible to customer)

1. Save the appointment

🎉 The booking now appears on the calendar.

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✅ What happens after creation?

Once created:

• The appointment appears in the calendar

• You can:

  • Reschedule

  • Cancel

  • Delete

  • View full booking details

• Customer details, service info, and time are all visible on the appointment page

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📘 Example: Walk-in booking

Scenario:

• Customer Anna Kim walks in

• Wants a Yoga Class – Beginner

• Dec 17, 2025 at 11:00 AM

• Payment collected in store

Admin action:

1. Click Add appointment

2. Select Yoga Class → Beginner

3. Assign Staff 1

4. Set Dec 17, 2025 – 11:00 AM

5. Select Anna Kim

6. Set status to Approved

7. Set payment to Paid

8. Save

✅ Booking is instantly confirmed and visible in the calendar.

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▶️ Tutorial video

https://www.youtube.com/watch?v=JMazBvC22A0www.youtube.com

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🙋 Still need support?

If you still need help, please feel free to contact us at [email protected]. We’ll be happy to assist you further.