Calendar & Bookings Management

The calendar is the heart of BarberSlot. It’s where you view, create, and manage all your bookings. This guide will help you master calendar navigation and booking management.

Calendar Views

BarberSlot offers three calendar views to suit different workflows:

Day View

Best for: Detailed daily management

Shows all bookings for a single day in a timeline format:

• Each booking displays customer name, service, and time
• Empty slots are clearly visible
• Easy to see where you have gaps or overbooked

How to use:

1. Click on any date to switch to Day View
2. Use ← → arrows to navigate between days
3. Click “Today” to jump to current day

Week View

Best for: Weekly planning and overview

Shows the entire week at a glance:

• All 7 days displayed side-by-side
• Colored blocks represent bookings
• Quickly spot busy vs. slow days

How to use:

1. Click “Week” button in calendar toolbar
2. Use ← → arrows to navigate weeks
3. Hover over bookings to see details

Month View

Best for: Long-term planning

Shows the entire month:

• Dots or numbers indicate bookings per day
• Useful for spotting busy periods
• Planning vacations and days off

How to use:

1. Click “Month” button in calendar toolbar
2. Click on any day to see that day’s bookings
3. Use month/year pickers to jump ahead

Creating a Booking

There are two ways to create bookings:

Method 1: Click on Time Slot (Quick)

1. Click an empty time slot in Day or Week view
2. A quick booking form appears
3. Fill in:
   • Customer: Select existing or create new
   • Service: Choose from your service list
   • Notes: Optional internal notes
4. Click “Create Booking”

Result: Booking is created and customer receives confirmation email/SMS

Method 2: Create Booking Button (Detailed)

1. Click “Create Booking” button in toolbar
2. Select date and time
3. Choose customer
4. Select service(s)
5. Add any notes
6. Click “Confirm”

Use this when: You need more control or want to create a booking for a future date not visible on screen

Booking Details

Click on any booking to see full details:

Information Displayed

• ✂️ Service: What service is booked
• 👤 Customer: Name, email, phone
• 🕐 Time: Start and end time
• 📝 Notes: Any special requests or internal notes
• 📊 Status: Current booking status

Available Actions

From the booking detail view, you can:

• Edit: Change time, service, or customer
• Cancel: Cancel the booking (requires reason)
• Mark Complete: Mark service as completed
• Mark No-Show: Customer didn’t show up
• Send Message: Communicate with customer
• View Customer History: See all bookings by this customer

Booking Statuses

Bookings progress through different statuses:

Confirmed (Blue)

• Initial state when booking is created
• Customer has confirmed the appointment
• Awaiting the appointment time

Actions available: Edit, Cancel, Send Message

Completed (Green)

• Service was provided successfully
• Automatically marked after appointment time passes
• Can be manually marked complete earlier

Actions available: View details, View customer history

Cancelled (Gray)

• Booking was cancelled by customer or barber
• Includes cancellation reason and timestamp
• Slot becomes available again

Actions available: View details, View customer history

No-Show (Red)

• Customer didn’t show up
• Increments customer’s no-show counter
• Helps identify unreliable customers

Actions available: View details, Contact customer

Editing Bookings

To modify an existing booking:

1. Click on the booking
2. Click “Edit” button
3. Change any of:
   • Time/date
   • Service
   • Duration
   • Notes
4. Click “Save Changes”

Important: Customer is automatically notified of changes via email/SMS

Reschedule Notifications

When you change booking time:

• Customer receives “Booking Rescheduled” notification
• New time is highlighted
• Original time is included for reference

Cancelling Bookings

When cancelling a booking:

1. Click on the booking
2. Click “Cancel Booking”
3. Required: Select cancellation reason:
   • Customer requested
   • Barber unavailable
   • Customer no-show
   • Other (specify)
4. Add optional message to customer
5. Confirm cancellation

What happens:

• Slot becomes available again
• Customer receives cancellation notification
• Cancellation is logged in customer history

Cancellation Etiquette

Best practices:

• ✅ Cancel as early as possible
• ✅ Provide a reason
• ✅ Suggest alternative times
• ✅ Be professional in messages
• ❌ Don’t cancel last-minute without good reason

Handling No-Shows

If a customer doesn’t show up:

1. Click on the booking
2. Click “Mark as No-Show”
3. System automatically:
   • Updates booking status
   • Increments customer’s no-show count
   • Logs timestamp

Customer history tracking:

• After 3 no-shows, system flags customer
• You can see no-show count in customer profile
• Helps you decide on booking policies for repeat offenders

Preventing No-Shows

Tips to reduce no-shows:

• ✅ Enable 24-hour reminder emails
• ✅ Require phone confirmation for first-time customers
• ✅ Consider deposit policy for high-value services
• ✅ Build rapport with regular customers

Multi-Barber Management

If your shop has multiple barbers:

Viewing Options

• All Barbers: See everyone’s schedule (default)
• Specific Barber: Filter to one barber’s calendar
• Side-by-side: Week view shows barbers in columns

Any-Barber Bookings

Customers can select “Any available barber”:

• System automatically assigns first available barber
• Barber can reassign if needed
• Shows as special color in calendar

Managing any-barber bookings:

1. Click on booking
2. Click “Assign to Barber”
3. Select barber from dropdown
4. Booking is now assigned

Calendar Filters & Search

Filters

Filter bookings by:

• Status: Confirmed, Completed, Cancelled, No-Show
• Service: Specific service type
• Customer: Specific customer name
• Barber: In multi-barber shops

Search

Quick search for:

• Customer name
• Phone number
• Booking reference number

Usage:

1. Click search icon in calendar toolbar
2. Type search term
3. Results highlight matching bookings

Time Indicator

The calendar shows a “now” indicator:

• Red line shows current time
• Only visible in Day and Week views
• Automatically scrolls to current time on page load

Customization: Turn off in Settings → Calendar → “Show current time indicator”

Keyboard Shortcuts

Speed up your workflow:

Booking Workflow Diagram

Here’s how bookings typically flow:

graph TD
  A[Customer Books] --> B{Barber Confirms?}
  B -->|Yes| C[Booking Confirmed]
  B -->|No| D[Booking Cancelled]
  C --> E{Appointment Time}
  E --> F{Customer Shows Up?}
  F -->|Yes| G[Mark Complete]
  F -->|No| H[Mark No-Show]
  D --> I[Slot Available Again]
  G --> J[Service Completed]
  H --> K[No-Show Logged]

Common Tasks

Check Today’s Schedule

1. Click “Today” button
2. Switch to Day View
3. Review all bookings

Find Open Slots This Week

1. Switch to Week View
2. Look for white/empty spaces
3. Note times that frequently have gaps

See How Busy Next Month Is

1. Switch to Month View
2. Use month picker to select future month
3. Days with many dots = busy days

Contact Customer About Booking

1. Click on booking
2. Click “Send Message”
3. Type message
4. Click “Send” (customer receives email)

Troubleshooting

Problem: “Bookings not showing up”

• Check calendar filters (might be filtering them out)
• Verify date range
• Try refreshing page

Problem: “Can’t create booking in certain time slot”

• Check if slot is outside working hours
• Verify you haven’t set a day off
• Ensure no conflicting booking exists

Problem: “Customer says they booked but I don’t see it”

• Search for customer name
• Check spam folder for booking confirmation
• Verify booking link customer used is correct

Problem: “Calendar shows wrong timezone”

• Go to Settings → Shop → Timezone
• Ensure timezone matches your location
• Save changes and refresh

Tips for Efficient Calendar Management

1. Check calendar first thing every morning: Review the day ahead
2. Keep Day View open during work hours: Easiest to manage as bookings happen
3. Use Week View for planning: Spot slow days to run promotions
4. Block personal time: Create “blocked” bookings for lunch, admin time
5. Review no-shows weekly: Identify patterns and address issues

Next Steps

Now that you’ve mastered the calendar:

1. Set up your schedule properly: Schedule Management Guide
2. Manage your services: Services Guide
3. Get to know your customers: Customer Management Guide

Need help? Contact our support team or check the FAQ!