{"id":7418,"date":"2023-10-22T07:28:55","date_gmt":"2023-10-22T07:28:55","guid":{"rendered":"https:\/\/docs.daftra.com\/user_manual\/%d8%a5%d8%af%d8%a7%d8%b1%d8%a9-%d9%85%d9%88%d8%a7%d8%b9%d9%8a%d8%af-%d8%a7%d9%84%d8%b9%d9%85%d9%84%d8%a7%d8%a1\/"},"modified":"2025-03-06T09:28:31","modified_gmt":"2025-03-06T09:28:31","slug":"managing-client-appointments","status":"publish","type":"user_manual","link":"https:\/\/docs.daftra.com\/en\/user_manual\/managing-client-appointments\/","title":{"rendered":"Managing Client Appointments"},"content":{"rendered":"<section class=\"wpb-content-wrapper\"><p>[vc_row][vc_column][vc_column_text css=&#8221;.vc_custom_1741252546783{margin-left: 200px !important;}&#8221;]<span style=\"font-weight: 400;\">Client appointments in the software are of two types; one is linked <\/span><span style=\"font-weight: 400;\">to <a href=\"https:\/\/docs.daftra.com\/en\/tutorial\/adding-a-new-work-order\/\">Work Orders<\/a><\/span><span style=\"font-weight: 400;\"> or <\/span><a href=\"https:\/\/docs.daftra.com\/en\/tutorial\/adding-bookings\/\"><span style=\"font-weight: 400;\">Bookings<\/span><\/a><span style=\"font-weight: 400;\">, and the other is independent, and associated with a specific action. The system facilitates features such as the automatic recurring scheduling of appointments, assigning them to a specific employee, making appointments available for clients to view and confirm, as well as sending reminder messages before the appointment to both employees and clients. In this article, we will review how to add a new independent appointment, illustrating all related procedures.<\/span>[\/vc_column_text][vc_custom_heading text=&#8221;Adding a New Appointment&#8221; font_container=&#8221;tag:h2|font_size:28|text_align:center|color:%2304306b|line_height:2&#8243; use_theme_fonts=&#8221;yes&#8221; css=&#8221;.vc_custom_1698155186475{margin-left: 200px !important;background-color: #f6f9fc !important;border-radius: 4px !important;}&#8221;][vc_column_text css=&#8221;.vc_custom_1698155370065{margin-left: 200px !important;}&#8221;]<span style=\"font-weight: 400;\">Click on <\/span><b>&#8220;Appointments&#8221;<\/b><span style=\"font-weight: 400;\"> under <\/span><b>&#8220;Clients&#8221;<\/b><span style=\"font-weight: 400;\"> in the main menu and press the <\/span><b>&#8220;New Appointment&#8221;<\/b><span style=\"font-weight: 400;\"> button.\u00a0<\/span><\/p>\n<p>&nbsp;<\/p>\n<p><span style=\"font-weight: 400;\">Enter the appointment details as follows:\u00a0<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><b>Client:<\/b><span style=\"font-weight: 400;\"> Select the desired client from the drop-down menu to schedule the appointment for.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><b>Date:<\/b><span style=\"font-weight: 400;\"> Choose the date for the client&#8217;s appointment.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><b>Time:<\/b><span style=\"font-weight: 400;\"> Set the time for the client&#8217;s appointment.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><b>Duration:<\/b><span style=\"font-weight: 400;\"> Specify the duration of the client&#8217;s appointment.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><b>Actions:<\/b><span style=\"font-weight: 400;\"> Select the required action to be performed during this appointment.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><b>Notes:<\/b><span style=\"font-weight: 400;\"> Write any notes related to the appointment.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><b>Share with Client:<\/b><span style=\"font-weight: 400;\"> When this feature is activated \u2705, the client will be able to view their own appointment (if they are allowed to access their personal portal on the system).<\/span><\/li>\n<\/ul>\n<p>[\/vc_column_text][vc_message message_box_style=&#8221;3d&#8221; icon_fontawesome=&#8221;fas fa-book&#8221;]<span style=\"font-weight: 400;\">For more information about clients&#8217; access to the system and managing their permissions, you can refer to <a href=\"https:\/\/docs.daftra.com\/en\/user_manual\/controlling-the-client-permissions\/\">this guide<\/a>.<\/span>[\/vc_message][vc_column_text css=&#8221;.vc_custom_1698155609042{margin-left: 200px !important;}&#8221;]<\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><b>Recurring:<\/b><span style=\"font-weight: 400;\"> When this option is activated \u2705, the appointment will be repeated periodically, whether weekly, monthly, or annually, based on what you select from the dropdown menu in the frequency field.<\/span><\/li>\n<\/ul>\n<p><b>Date:<\/b><span style=\"font-weight: 400;\"> Enter the end date for the recurrence here.<\/span>[\/vc_column_text][vc_message message_box_style=&#8221;3d&#8221; message_box_color=&#8221;alert-warning&#8221;]<\/p>\n<blockquote><p><span style=\"font-weight: 400;\">If you leave the <strong>&#8220;Date&#8221;<\/strong> field empty, the system will repeat the appointment an infinite number of times.<\/span><\/p><\/blockquote>\n<p>[\/vc_message][vc_column_text css=&#8221;.vc_custom_1741252580271{margin-left: 200px !important;}&#8221;]<\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><b>Assign to staff members:<\/b><span style=\"font-weight: 400;\"> Select the employee responsible for this appointment from the dropdown menu.<\/span><\/li>\n<\/ul>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"aligncenter wp-image-31239 size-full\" src=\"https:\/\/docs.daftra.com\/wp-content\/uploads\/2023\/10\/45-432.png\" alt=\"\" width=\"1536\" height=\"621\" srcset=\"https:\/\/docs.daftra.com\/wp-content\/uploads\/2023\/10\/45-432.png 1536w, https:\/\/docs.daftra.com\/wp-content\/uploads\/2023\/10\/45-432-300x121.png 300w, https:\/\/docs.daftra.com\/wp-content\/uploads\/2023\/10\/45-432-1024x414.png 1024w, https:\/\/docs.daftra.com\/wp-content\/uploads\/2023\/10\/45-432-768x311.png 768w\" sizes=\"auto, (max-width: 1536px) 100vw, 1536px\" \/>[\/vc_column_text][vc_custom_heading text=&#8221;Modifying the Actions List&#8221; font_container=&#8221;tag:h2|font_size:28|text_align:center|color:%2304306b|line_height:2&#8243; use_theme_fonts=&#8221;yes&#8221; css=&#8221;.vc_custom_1698155866722{margin-left: 200px !important;background-color: #f6f9fc !important;border-radius: 4px !important;}&#8221;][vc_column_text css=&#8221;.vc_custom_1741253151133{margin-left: 200px !important;}&#8221;]<span style=\"font-weight: 400;\">You can add a new action while creating an appointment for the client by clicking on <\/span><b>&#8220;Edit Actions List&#8221;<\/b><span style=\"font-weight: 400;\"> from the dropdown menu in the <\/span><b>&#8220;Actions&#8221;<\/b><span style=\"font-weight: 400;\"> field, then press <\/span><b>&#8220;Add New Action&#8221;<\/b><span style=\"font-weight: 400;\">. Enter the required action name and then click <\/span><b>&#8220;Save&#8221;<\/b><span style=\"font-weight: 400;\">. It will then permanently appear in the actions list for appointments.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">After setting all the fields, click the <\/span><b>&#8220;Save&#8221;.<\/b><\/p>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"aligncenter wp-image-31241 size-full\" src=\"https:\/\/docs.daftra.com\/wp-content\/uploads\/2023\/10\/874903.png\" alt=\"\" width=\"1536\" height=\"577\" srcset=\"https:\/\/docs.daftra.com\/wp-content\/uploads\/2023\/10\/874903.png 1536w, https:\/\/docs.daftra.com\/wp-content\/uploads\/2023\/10\/874903-300x113.png 300w, https:\/\/docs.daftra.com\/wp-content\/uploads\/2023\/10\/874903-1024x385.png 1024w, https:\/\/docs.daftra.com\/wp-content\/uploads\/2023\/10\/874903-768x289.png 768w\" sizes=\"auto, (max-width: 1536px) 100vw, 1536px\" \/>[\/vc_column_text][vc_custom_heading text=&#8221;Viewing the Client Appointments in their File&#8221; font_container=&#8221;tag:h2|font_size:28|text_align:center|color:%2304306b|line_height:2&#8243; use_theme_fonts=&#8221;yes&#8221; css=&#8221;.vc_custom_1698221505903{margin-left: 200px !important;background-color: #f6f9fc !important;border-radius: 4px !important;}&#8221;][vc_column_text css=&#8221;.vc_custom_1741253179600{margin-left: 200px !important;}&#8221;]<span style=\"font-weight: 400;\">After creating an appointment for a client, you will be directed to their appointment list, or you can go there at any time by clicking on <strong>&#8220;Manage Clients&#8221;<\/strong> from the <strong>&#8220;Clients&#8221;<\/strong> dropdown in the main menu, then clicking on the <strong>&#8220;Appointments&#8221;<\/strong> tab.<\/span><\/p>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"aligncenter wp-image-31243 size-full\" src=\"https:\/\/docs.daftra.com\/wp-content\/uploads\/2023\/10\/87569804.png\" alt=\"\" width=\"1536\" height=\"668\" srcset=\"https:\/\/docs.daftra.com\/wp-content\/uploads\/2023\/10\/87569804.png 1536w, https:\/\/docs.daftra.com\/wp-content\/uploads\/2023\/10\/87569804-300x130.png 300w, https:\/\/docs.daftra.com\/wp-content\/uploads\/2023\/10\/87569804-1024x445.png 1024w, https:\/\/docs.daftra.com\/wp-content\/uploads\/2023\/10\/87569804-768x334.png 768w\" sizes=\"auto, (max-width: 1536px) 100vw, 1536px\" \/>[\/vc_column_text][vc_message message_box_style=&#8221;3d&#8221; message_box_color=&#8221;alert-warning&#8221;]<\/p>\n<blockquote><p><span style=\"font-weight: 400;\">Appointment statuses (All &#8211; Done- Dismissed- Scheduled) are used to filter appointments and view only the desired ones.<\/span><\/p><\/blockquote>\n<p>[\/vc_message][vc_message message_box_style=&#8221;3d&#8221; message_box_color=&#8221;alert-warning&#8221;]<\/p>\n<blockquote><p><span style=\"font-weight: 400;\">Below the client&#8217;s name in their profile, you can see the nearest active appointment, including the time, date, and action.<\/span><\/p><\/blockquote>\n<p>[\/vc_message][vc_column_text css=&#8221;.vc_custom_1741253206492{margin-left: 200px !important;}&#8221;]<span style=\"font-weight: 400;\">To edit the status of the appointment, delete it, or make modifications, click on the three dots next to the appointment and choose what you want from the dropdown menu.<\/span><\/p>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"aligncenter wp-image-31245 size-full\" src=\"https:\/\/docs.daftra.com\/wp-content\/uploads\/2023\/10\/98790.png\" alt=\"\" width=\"1024\" height=\"466\" srcset=\"https:\/\/docs.daftra.com\/wp-content\/uploads\/2023\/10\/98790.png 1024w, https:\/\/docs.daftra.com\/wp-content\/uploads\/2023\/10\/98790-300x137.png 300w, https:\/\/docs.daftra.com\/wp-content\/uploads\/2023\/10\/98790-768x350.png 768w\" sizes=\"auto, (max-width: 1024px) 100vw, 1024px\" \/>[\/vc_column_text][vc_custom_heading text=&#8221;Appointments List and Actions on it&#8221; font_container=&#8221;tag:h2|font_size:28|text_align:center|color:%2304306b|line_height:2&#8243; use_theme_fonts=&#8221;yes&#8221; css=&#8221;.vc_custom_1698222171765{margin-left: 200px !important;background-color: #f6f9fc !important;border-radius: 4px !important;}&#8221;][vc_column_text css=&#8221;.vc_custom_1741253230617{margin-left: 200px !important;}&#8221;]<span style=\"font-weight: 400;\">Click on <\/span><b>&#8220;Appointments&#8221;<\/b><span style=\"font-weight: 400;\"> in the main menu under <\/span><b>&#8220;Clients&#8221;<\/b><span style=\"font-weight: 400;\"> to view the complete list of appointments. To edit, delete, or change the status of an appointment, click on the three dots next to it. Alternatively, select multiple appointments by checking the box next to the appointment name \u2705, then click on the &#8220;Actions&#8221; button and choose one of the following actions from the dropdown menu:<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Done.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Dismiss.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Delete.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Send SMS To Client.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Send SMS To Staff<\/span><\/li>\n<\/ul>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"aligncenter wp-image-31247 size-full\" src=\"https:\/\/docs.daftra.com\/wp-content\/uploads\/2023\/10\/6778909.png\" alt=\"\" width=\"1536\" height=\"583\" srcset=\"https:\/\/docs.daftra.com\/wp-content\/uploads\/2023\/10\/6778909.png 1536w, https:\/\/docs.daftra.com\/wp-content\/uploads\/2023\/10\/6778909-300x114.png 300w, https:\/\/docs.daftra.com\/wp-content\/uploads\/2023\/10\/6778909-1024x389.png 1024w, https:\/\/docs.daftra.com\/wp-content\/uploads\/2023\/10\/6778909-768x292.png 768w\" sizes=\"auto, (max-width: 1536px) 100vw, 1536px\" \/>[\/vc_column_text][vc_message message_box_style=&#8221;3d&#8221; message_box_color=&#8221;alert-warning&#8221;]<\/p>\n<blockquote><p><span style=\"font-weight: 400;\">You can easily select all appointments by ticking the checkbox next to the Actions button. \u2705<\/span><\/p><\/blockquote>\n<p>[\/vc_message][vc_column_text css=&#8221;.vc_custom_1741253259278{margin-left: 200px !important;}&#8221;]<span style=\"font-weight: 400;\">Note the distinction between appointments originating from a work order or booking and those created independently when browsing the list, with the associated action appearing next to the appointment name. <\/span><\/p>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"aligncenter wp-image-31249 size-full\" src=\"https:\/\/docs.daftra.com\/wp-content\/uploads\/2023\/10\/9i98789.png\" alt=\"\" width=\"1536\" height=\"652\" srcset=\"https:\/\/docs.daftra.com\/wp-content\/uploads\/2023\/10\/9i98789.png 1536w, https:\/\/docs.daftra.com\/wp-content\/uploads\/2023\/10\/9i98789-300x127.png 300w, https:\/\/docs.daftra.com\/wp-content\/uploads\/2023\/10\/9i98789-1024x435.png 1024w, https:\/\/docs.daftra.com\/wp-content\/uploads\/2023\/10\/9i98789-768x326.png 768w\" sizes=\"auto, (max-width: 1536px) 100vw, 1536px\" \/><\/p>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"aligncenter size-full wp-image-7488\" src=\"https:\/\/docs.daftra.com\/wp-content\/uploads\/2023\/10\/2023-10-25_11h06_18.png\" alt=\"\" width=\"1285\" height=\"409\" srcset=\"https:\/\/docs.daftra.com\/wp-content\/uploads\/2023\/10\/2023-10-25_11h06_18.png 1285w, https:\/\/docs.daftra.com\/wp-content\/uploads\/2023\/10\/2023-10-25_11h06_18-300x95.png 300w, https:\/\/docs.daftra.com\/wp-content\/uploads\/2023\/10\/2023-10-25_11h06_18-1024x326.png 1024w, https:\/\/docs.daftra.com\/wp-content\/uploads\/2023\/10\/2023-10-25_11h06_18-768x244.png 768w\" sizes=\"auto, (max-width: 1285px) 100vw, 1285px\" \/>[\/vc_column_text][vc_custom_heading text=&#8221;Exporting Appointments&#8221; font_container=&#8221;tag:h2|font_size:28|text_align:center|color:%2304306b|line_height:2&#8243; use_theme_fonts=&#8221;yes&#8221; css=&#8221;.vc_custom_1698222791982{margin-left: 200px !important;background-color: #f6f9fc !important;border-radius: 4px !important;}&#8221;][\/vc_column][\/vc_row][vc_row][vc_column][vc_column_text css=&#8221;.vc_custom_1741253292712{margin-left: 200px !important;}&#8221;]<span style=\"font-weight: 400;\">You can easily download all the appointments on your Daftra account or select specific ones in an Excel file. Go to <\/span><b>&#8220;Appointments&#8221;<\/b><span style=\"font-weight: 400;\"> under <\/span><b>&#8220;Clients&#8221;<\/b><span style=\"font-weight: 400;\"> in the main menu, select the appointments you wish to export, or choose all appointments in the same manner mentioned in the previous paragraph, and then press the <\/span><b>&#8220;Export&#8221;<\/b><span style=\"font-weight: 400;\"> button located at the bottom of the appointments list.<\/span><\/p>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"aligncenter wp-image-7490 size-full\" src=\"https:\/\/docs.daftra.com\/wp-content\/uploads\/2023\/10\/2023-10-25_11h06_18-1.png\" alt=\"\" width=\"1285\" height=\"409\" srcset=\"https:\/\/docs.daftra.com\/wp-content\/uploads\/2023\/10\/2023-10-25_11h06_18-1.png 1285w, https:\/\/docs.daftra.com\/wp-content\/uploads\/2023\/10\/2023-10-25_11h06_18-1-300x95.png 300w, https:\/\/docs.daftra.com\/wp-content\/uploads\/2023\/10\/2023-10-25_11h06_18-1-1024x326.png 1024w, https:\/\/docs.daftra.com\/wp-content\/uploads\/2023\/10\/2023-10-25_11h06_18-1-768x244.png 768w\" sizes=\"auto, (max-width: 1285px) 100vw, 1285px\" \/><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Choose from the Fields list the fields you want to display in the Excel file or leave the default selection &#8220;All&#8221;.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">From the dropdown menu under the field <\/span><b>&#8220;Order By&#8221;<\/b><span style=\"font-weight: 400;\">, choose to order the appointments in descending or ascending order by date.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Select the file type, CSV, Separated.\u00a0<\/span><\/li>\n<\/ul>\n<p><span style=\"font-weight: 400;\">Click on the <\/span><b>&#8220;Export&#8221;<\/b><span style=\"font-weight: 400;\"> button.<\/span><\/p>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"aligncenter wp-image-7492 size-full\" src=\"https:\/\/docs.daftra.com\/wp-content\/uploads\/2023\/10\/2023-10-25_11h08_49.png\" alt=\"\" width=\"1263\" height=\"235\" srcset=\"https:\/\/docs.daftra.com\/wp-content\/uploads\/2023\/10\/2023-10-25_11h08_49.png 1263w, https:\/\/docs.daftra.com\/wp-content\/uploads\/2023\/10\/2023-10-25_11h08_49-300x56.png 300w, https:\/\/docs.daftra.com\/wp-content\/uploads\/2023\/10\/2023-10-25_11h08_49-1024x191.png 1024w, https:\/\/docs.daftra.com\/wp-content\/uploads\/2023\/10\/2023-10-25_11h08_49-768x143.png 768w\" sizes=\"auto, (max-width: 1263px) 100vw, 1263px\" \/><\/p>\n<p><span style=\"font-weight: 400;\">The appointments will be downloaded to your device in an editable Excel file format as shown below.<\/span><\/p>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"aligncenter wp-image-31251 size-full\" src=\"https:\/\/docs.daftra.com\/wp-content\/uploads\/2023\/10\/4390-34-3.png\" alt=\"\" width=\"768\" height=\"164\" srcset=\"https:\/\/docs.daftra.com\/wp-content\/uploads\/2023\/10\/4390-34-3.png 768w, https:\/\/docs.daftra.com\/wp-content\/uploads\/2023\/10\/4390-34-3-300x64.png 300w\" sizes=\"auto, (max-width: 768px) 100vw, 768px\" \/>[\/vc_column_text][\/vc_column][\/vc_row][vc_row][vc_column][\/vc_column][\/vc_row][vc_row][vc_column][\/vc_column][\/vc_row]<\/p>\n<\/section>","protected":false},"author":13,"template":"","categories":[2126,2141,2142],"tags":[],"class_list":["post-7418","user_manual","type-user_manual","status-publish","hentry","category-clients","category-clients-follow-up","category-appointments"],"yoast_head":"<!-- This site is optimized with the Yoast SEO plugin v17.8 - https:\/\/yoast.com\/wordpress\/plugins\/seo\/ -->\n<title>Managing Client Appointments - Daftra Knowledge Base<\/title>\n<meta name=\"robots\" content=\"index, follow, max-snippet:-1, max-image-preview:large, max-video-preview:-1\" \/>\n<link rel=\"canonical\" href=\"https:\/\/docs.daftra.com\/en\/user_manual\/managing-client-appointments\/\" \/>\n<meta property=\"og:locale\" content=\"en_US\" \/>\n<meta property=\"og:type\" content=\"article\" \/>\n<meta property=\"og:title\" content=\"Managing Client Appointments - Daftra Knowledge Base\" \/>\n<meta property=\"og:description\" content=\"[vc_row][vc_column][vc_column_text css=&#8221;.vc_custom_1741252546783{margin-left: 200px !important;}&#8221;]Client appointments in the software are of two types; one is linked to Work Orders or Bookings, and the other is independent, and associated with a specific action. 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