How to add an appointment
Ilaria Montrone avatar
Written by Ilaria Montrone
Updated over a week ago

The Calendar is one of the most important sections of Treatwell Pro, as it allows the salon to organise and manage client bookings quickly and efficiently. From the Calendar, you can create a new appointment, adding all the information about the client and the treatment to be carried out.

How to create a new appointment

To add a new appointment in Treatwell Pro

  • Open the Agenda to the appointment date (search for it through the calendar by clicking on the icon at the top left of the screen);

  • Click on the desired time within the column of the team member who will perform the treatment: the appointment tab will open, on which you can enter information. If no data is entered, the appointment is automatically deleted from the system after a few seconds.

Adding client data

If the customer is already registered in the address book, it is sufficient to enter their name in the "Name and Surname" bar and choose the correct option from the drop-down list. In addition to the name and surname, the appointment may require the entry of two other important customer details:

  • Phone number;

  • Email.

If the information is already present in the customer's profile in the address book, it will not be requested during the appointment creation process. If, on the other hand, one or both of the contacts have not yet been registered, they will need to be entered on the appointment sheet at the time of booking: this way, the information in the address book will also be updated.

If, on the other hand, the client is not yet listed in the client list, he is automatically recognised as new as soon as his name is typed into the relevant bar. For new clients, a telephone number and e-mail address must also be entered. The data are saved by clicking on the blue tick in the top right-hand corner.

Please Note: When registering new clients in the client list, it is advisable to enter the surname first and then the first name to avoid confusion when searching and to ensure that notifications and appointment reminders are sent correctly.

We also recommend that you always enter the email so that the client can leave a review after the appointment.

Adding services to the appointment

To complete the booking, the services requested by the client must be added by clicking on '+ Add Service' and choosing the desired item from the list. Several services can be added in the same appointment, following the same procedure. Under "+ Add Service" there are two tabs for quick selection:

  • Favourites, with the services most requested by the client;

  • Most Popular, with the services set as a shortcut by the salon (they will be displayed on the Treatwell app among the Most Popular Services).

Please Note: In order to keep the Calendar well organised, we recommend entering treatments in the order in which they will be performed during the appointment.

Edit service details and add notes

For each service added to the appointment, it is possible to edit some important details, including

  • the duration of the service

  • The team member who will perform the treatment. By selecting the team member from the list, the service is automatically reschedule to the correct column in Calendar.

  • Indicate whether a client has requested a specific team member by clicking on the letter 'R' that appears next to the operator's name;

  • the cleaning time required for tidying up the workstation after the service.

It is also possible to add additional notes regarding the appointment and treatment

(e.g. clients' particular preferences and needs, allergies, etc.) by clicking on the notebook icon next to the 'R'.

To save the information entered and the appointment in Calendar, click on the blue tick in the top right corner.

After saving, it is no longer possible to add further services: if necessary, you will have to create a separate appointment or delete the previous one and recreate it by adding all the required services.

Please Note: If the selected service is not offered by the team member set up, the appointment will be entered in the column of the closest and most authorised employee for that service.

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