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YepstaYepsta Help Centre

Manage Appointments from Booking to Completion

Appointment Manager is the front-desk workspace for finding, creating, reviewing and updating appointments. Use Calendar for a time-grid view and Staff Calendar when you need to compare service-line work across staff members.

Before you begin

Section titled “Before you begin”

Set up the location, business hours, bookable services, staff service assignments and staff availability. An appointment can contain several service lines, and each line can have a different eligible staff member and its own scheduled time.

Where to find it

Section titled “Where to find it”

Open Appointments → Appointment Manager. Select the location before searching or creating a booking; the list, staff choices and services are scoped to that branch.

Find and review an appointment

Section titled “Find and review an appointment”
Find the booking you need
  1. Select the location.
  2. Open Filters and use Customer Phone, Date, Status or Staff as needed.
  3. Choose Sort List, or use the Today and Confirmed shortcuts.
  4. Select an appointment in Appointment Workspace.
  5. Review Visit Context, Services, Billing Snapshot, notes and package information when present.
  6. Check the staff shown on every service line. The top-level staff name is only the primary assignment.

The list shows customer, date, time, primary service, additional-service count, primary staff, status, billing state and amount. The details panel shows the complete service-line allocation and an Open Invoice action after an invoice exists.

Create an appointment

Section titled “Create an appointment”

Select New Appointment or Create, then complete the customer, services, date, slot and Service Staff Allocation. The appointment is saved as Confirmed only after every service line has an eligible, available staff member.

For the full multi-service workflow, see Create Multi-service Appointments and Allocate Staff.

Edit, reschedule or change status

Section titled “Edit, reschedule or change status”
Update an active appointment safely
  1. Open the appointment and select Edit Appointment.
  2. Review all selected services before changing anything.
  3. To reschedule, choose the new Date and one of the Available Slots.
  4. Review Service Staff Allocation because a time change can change which staff are available.
  5. Choose the correct Status: Pending, Confirmed, Completed, No Show or Cancelled.
  6. Add a reason for a cancellation, reschedule or no-show. If the policy indicator says Override, also enter an override reason.
  7. Review the service count, amount, duration, slot and staff summary.
  8. Save the appointment.

Changing the date or time reschedules the full appointment while preserving the service sequence. Editing can add or remove services, recalculate the schedule and amount, and reassign staff line by line.

Saving through the current editor recalculates the appointment from its selected service lines and sets the appointment-level discount to zero. Review Billing Snapshot before editing a discounted appointment.

Appointment status meanings

Section titled “Appointment status meanings”
  • Pending — active booking awaiting confirmation or review.
  • Confirmed — active booking accepted into the working schedule.
  • Completed — service visit finished. Changing to this status creates an invoice if one does not already exist, then locks appointment editing.
  • No Show — customer did not attend. The no-show grace rule and any permitted override apply.
  • Cancelled — booking will not proceed. The appointment is locked, and the released slot may be matched to the waitlist when that policy is enabled.

The lifecycle status applies to the appointment. Each service line separately shows an allocation state such as allocated, unassigned or conflict; the current editor does not provide a separate completion status for each service line.

What happens next

Section titled “What happens next”

Successful updates refresh Appointment Manager and both calendars. Booking, reschedule and cancellation notifications may be attempted when the relevant channel is available. Notification configuration is handled separately in Notification Centre.

Common reasons an appointment cannot be saved

Section titled “Common reasons an appointment cannot be saved”
  • A selected service is inactive, not bookable or belongs to another location.
  • A service has no usable duration.
  • A staff member is assigned to the category or group, but not to the exact service or variant.
  • The branch is closed, or the service line crosses a branch or staff break.
  • The staff member is outside working hours or already has overlapping work.
  • One or more service lines is unassigned or in conflict.
  • The slot reached the service capacity.
  • A policy window blocks the action, or an allowed exception is missing its override reason.
  • The appointment or location is outside the signed-in user’s access.

Owner, manager and staff access

Section titled “Owner, manager and staff access”

The owner has business-wide feature access. Managers and staff see only appointment modules granted under Settings → Team Access and records in their assigned locations. A linked manager or staff user can use My Workspace → My Appointments for their own assigned queue; that personal view does not replace Appointment Manager and does not provide business-wide editing.

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