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What do the different icons on the appointment cards mean?
What do the different icons on the appointment cards mean?
Written by Victor
Updated over a week ago

Every time you open an appointment card in the Calendar, you will notice some icons, each dedicated to a specific function. Knowing the meaning of each of them will allow you to better manage reservations and personalise your customers' experiences.

Customer information

By clicking on the "i" next to a customer's name, you will be able to see their details. Here you can also edit the information or add additional information.

In the same section, you can also check if the customer has given consent for the processing of their personal data and change their communication preferences relating to appointment updates and marketing.

Clicking on the list icon next to the "i" opens the complete appointment history of this customer, which can be filtered by Booked, No Show or Cancelled. You can also add specific notes about previous appointments.

Also from this section, you will be able to access the tabs Products and Promotions active for the customer. If the customer has previously booked with you, you may also notice a percentage in the upper right corner which refers to their cancellation rate.

Customer icons

The following icons may be displayed below the customer's name:

  • Heart: by clicking on it, the colour turns blue, indicating that it is a regular customer;

  • Sad Face: Click if the client had a negative experience at their last appointment (and, therefore, may need extra attention in their future appointments);

  • Stopwatch: to be selected if the customer does not have much time available and wants to make sure that the appointment is as quick as possible;

  • Cupcake: this is activated automatically when the appointment is close to the customer's birthday. A few days before, a circle will appear with the number of days left until their birthday;

  • N: this is activated automatically (turning blue) when a new customer books in the salon for the first time;

  • Photo album: by clicking on this icon it is possible to add photos of the results of the treatment or any inspiration photos for the treatment - for example, if the client wants their hair cut or dyed like a certain celebrity.

  • Shield: by clicking on this icon when creating an appointment, you can activate protection against cancellation for this booking.

Service icons

Under the heading "+ Add Service" there are two tabs for quick selection:

  • Favourites: these are the services most requested by this customer;

  • Most Used: these are the services that the salon has set as shortcut services (shown in the Treatwell app under Most Popular Services).

For each service added to an appointment, the following icons will appear beside them:

  • The bin icon which allows you to delete the service;

  • The letter “R” which should be clicked when the customer has requested a specific member of the team to carry out their booked service;

  • The notebook icon which allows you to enter technical notes relating to the appointment;

  • The clean-up time which allows you to adjust the time needed to tidy up the workstation after the appointment, by clicking on the dedicated arrows. For salon appointments, selecting this icon will change the colour of all services for this appointment from blue to orange.

Appointment management icons

By clicking on an appointment already created in the Calendar, you will find additional icons at the bottom of the form:

Allows you to access the appointment cancellation screen.

Allows you to cancel the "Check-in" status of the appointment, (this action can only be performed by the Account Holder).

Allows you to "Check-in" the appointment when the customer has arrived.

Allows you to change the status of the appointment from "Check-in" to "Check-out".

Allows you to print the customer's appointment details.

You are directed to the "Checkout" section to complete the checkout process and finalise the payment.

Furthermore, the following information is present on the appointment form of an online booking:

  • Price (the price displayed by the customer at the time of booking);

  • Fee (commissions);

  • Source.

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