Managing appointments from your Calendar

Run your day from the Calendar

Everything booked — online, by phone through your AI, or added by hand — lands in Calendar.

Calendar views

Work solo with a single-column day view, or switch to the team view with a column per staff member so you can see everyone’s day side by side. Trade businesses also get a Schedule / Board toggle: the dispatch board shows the day’s jobs in status columns. The board is always team-wide (everyone’s jobs, so the Solo/Team switch doesn’t apply there). A Dispatch setting in Settings controls whether every visit gets dispatch statuses and the board, or only mobile jobs — the ones at a client’s location you travel to (in-shop and phone/video visits then use a simple Open → Done instead).

Adding an appointment yourself

Click into the Calendar to add an appointment: pick the service, team member, time, and client. The location is pre-filled from the service’s “Where it happens” setting — custom entries without a service default sensibly too (an all-remote catalog defaults to video) — and for mobile visits you can enter the client’s address right in the form. Shortcuts from your dashboard home: the + button opens the same form for today, and tapping any day in the week strip jumps straight to that day’s calendar.

Rescheduling and canceling

Open any appointment to reschedule or cancel it. Clients can also call or text your Scheduley number to reschedule or cancel — the AI looks up their booking, makes the change, texts them the update, and your calendar reflects it instantly.

Tracking payments

For appointment businesses, mark appointments as paid with one tap to keep Collected accurate on Home and Reports — you’ll see Collected today plus a count of appointments (or visits) on today’s calendar. Prefer hands-off? Turn on auto-mark paid in Settings and completed appointments are marked paid for you.

In Jobs & Field Service mode, money lives on the job: under Quote & invoice you’ll see amount collected and Mark paid, not a per-visit toggle. Return trips booked with + Follow-up show as Follow-up on the calendar tile and detail panel.

Every booking has a team member

If your business runs on staff schedules, every booking belongs to someone: online bookings land with the staff member whose slot was picked, your AI assigns an available team member automatically, and manual appointments ask you to pick a person.

If a booking ever ends up without one (for example, from older data), you can’t miss it: it glows red with a ⚠️ Unassigned badge in every calendar view, an Unassigned column and staff-filter entry appear while any exist, and the Home screen lists them under Needs your attention. Open the appointment and use the Assign a team member picker — the new assignee gets a heads-up text, and the red clears.

Cancelling vs deleting

Upcoming appointments are cancelled — the slot opens up and waitlisted clients are texted about the opening. Past appointments are deleted instead: a record correction with no client messaging, for wiping duplicates and test entries. The same button handles both; it reads “Delete appointment” once the visit is in the past.

One firm rule: appointments marked paid are locked — they’re your revenue records, so the service, team member, date, time, and amounts can’t change, and the record can’t be deleted or cancelled. If a paid record really is a mistake, unmark it as paid first, make the correction, and mark it paid again. The same protection covers jobs: one with collected payments can’t be deleted until the amount collected is cleared. And if a visit carries invoice line items, deleting warns you exactly what money it would remove first.

Changing the service on a booking

Open any appointment and the service is a dropdown right in the panel — pick a different one and it’s saved, keeping the time, client, and team member as they are. No rescheduling needed.

Your prices are locked in at booking

Each appointment remembers the service’s price from the moment it was booked. Rename a service, change its price, or even delete it later — your revenue history and reports stay exactly as they were. Deleting a service that still has upcoming bookings warns you with a count first. If orphaned bookings do slip through, you’ll know: they’re flagged in red across every calendar view, the calendar header shows a ⚠️ issues chip that opens a list of every booking needing a fix (tap one to jump straight to it), and the Home screen counts them under Needs your attention. The fix is the in-panel service dropdown — one tap to point the booking at a current service.