Bookings · How-to
Find your way around the appointments diary
Switch between the day, week, month and list views, filter by place, person or service, move visits by dragging, and block time for breaks.
Pick the place and the view
Open Bookings. Choose the place in the list beside the view tabs, then “Day”, “Week”, “Month” or “List”. The date, the view and the filters stay in the page address, so a refresh keeps them.
Move through the dates
The arrows step back and forward by a day, a week or a month, depending on the view. The button between them shows the date; press it to jump back to today.
Read the day
“Day” shows a column for each person with a published shift that day, and for anyone else with a visit booked, with a line at the current time. On a narrow screen it becomes one list in time order, with the next visit marked. Under the grid you see the day's appointments, booked value and utilization (how much of the rostered time is booked), plus the money collected and how many people are waiting, when there are any.
See the week and the month
“Week” shows the days side by side. “Month” shows each day's bookings, booked value, class seats and a utilization bar: “Free” means someone has a published shift but nothing is booked, and “Closed” that nobody does. Click a day to open it. In both views, “Show” narrows the grid to one person.
Filter or list the visits
With more than one service, the “All services” list narrows the grid to one service. “List” shows every appointment between two dates as a table you can filter by status and by person.
Drag a visit to move it
On a computer, drag a card to a new time; in “Day” you can drop it in another person's column, and in “Week” on another day. If the move breaks the rota, clashes with another visit or needs a room that is taken, Setvos says why and the visit stays where it was. Once a visit moves to a new time or person, the client is sent the change: an email with an updated calendar file, if they gave an address, and a message.
Block time for a break
Press “Block time”, pick the person under “Staff”, set “From” and “To” and a “Reason” such as lunch, then press “Block”. The block goes on the day the diary shows, and clients cannot book that time. A block needs no shift, but it cannot cut through a booked visit. To remove a block, open it, press “Remove blocked time” and confirm.
Common questions
- Why is a colleague missing from the day view?
The day shows only people with a published shift at this place, and anyone with a visit booked. If it says “Nobody is on shift this day — publish a schedule to open the calendar.”, publish the week on Bookings › Schedule.
- What does the tick on a visit mean?
The client pressed “I’ll be there” under a Telegram reminder: the visit is “Confirmed by the client”, with the time they pressed it. Moving the visit clears the tick.
- Can I drag a block onto a booking?
No. A block moves only into free time: dropped on a booking of the same person, it goes back and the diary says the time is taken.
- How does the day look in the staff app?
In Setvos Business, Diary has Day, Week and Month at the top and a strip of seven days under them, with a dot on each day that has visits; swipe the strip to change the week on a phone, or use the arrows on a tablet. The chips below choose Everyone or one person. Everyone is one list in time order, with a Now line; one person is a timeline; on an iPad, Everyone is a column for each person. The footer shows Appointments, Booked, Utilisation, Waiting and Collected. A filter chip narrows the day to one service, and ⓘ explains the status icons and the category colours.
- How do I add or move a visit on the phone?
The + button in the diary offers “New appointment”, “Walk-in” and “Block time”. Touch and hold a visit for its menu: Open, Check in, “Open the client”, Move, No-show and Cancel. To move a confirmed visit or a block, drag it to the new time. A booking first asks “Move to … with …?”, and the client gets your Rescheduled message; a block moves at once.
- What do the week and the month show on the phone?
The week has Everyone too. On a phone it is seven day cards, each visit with its time, client, service, status and the person’s initials; a day’s header opens that day, and a day on which nobody has a published shift says Closed. On an iPad it is seven day columns, where you drag a visit to move it. The month shows each day’s number of visits, Free or Closed, and a class’s seats, and on an iPad also the day’s booked value. Free and Closed come from published shifts only, and a group session counts once.
- What does a visit show on the phone?
Its status, its visit code, the client, the times and, while the client is in the chair, a running timer. Below come the client’s contraindications, the services and the total, the details, and Call, Text and Client; Text is hidden when the client has opted out of texts or is blacklisted. “Consent forms” lists the forms its services need, signed or not. In the “Visit record”, the formula is saved when you leave the field, and you add photos from the camera or the library; deleting one asks first. A class shows its Seats, each with its own Check in. On an iPad, the details and the record sit side by side.
- How do I move or cancel a visit from its screen?
On a confirmed visit, Move sits in the bar beside Check in. Under ⋯ are “Arrived, not started”, No-show and Cancel. Cancel asks whether to tell the client: “Tell the client” starts on, and switched off, the client is sent nothing — no email, text, Telegram message or calendar file — though the waitlist still hears of the freed time. “Reason for the client” is optional, up to 200 characters. A block has one action, “Remove block”. Offline, the bar stays, its actions say they need a connection, and the formula cannot be changed.
- How do I block time on the phone?
Press + in the diary and choose “Block time”. Choose the person, the day, From and To and, if you like, a Reason, which only the team sees. If the time clashes with something, the reason is written under the times.
- How do I see every visit as a list on the phone?
In Setvos Business, More → Bookings → Appointments lists every visit. Choose Today, This week or This month, and open Filters to pick statuses and people, several of each, and the place. Each card shows when, the visit code, the client, the services and the person, the status, a sale badge once the visit is checked out, and the total in the visit’s own currency. When the filters match nothing, the list says “Nothing matches”, with “Clear filters”. On an iPad the list sits beside the visit you chose.
Read next
Book an appointment for a client
Book a visit from the desk: pick the client, the services, the person and a free time, and Setvos sends the client a confirmation.
Check in, finish, move or cancel an appointment
Open a visit to mark each stage of it, note what was done, move it, cancel it or mark a no-show, and know what the client is told.
Plan the staff rota and publish it
Set who works when at each place, a week or a month at a time, and publish it. Only published shifts can be booked, online or at the desk.
Publish the rota before you share your booking link
Clients can only book times on published shifts. A saved draft stays invisible to them until you publish it.
More in Bookings
- Bookings: your diary, staff rota and online booking page
- Take payment for a visit at the till
- Set up your services, prices and categories
- Visits at the client’s address, and prices by size
- Offer group classes, packages and services that need more
- Cut no-shows with deposits and cards on file
- Keep a waitlist and offer freed slots
- Book standing appointments and recalls
- Run classes: a timetable, enrolment and the register
- Read and answer client reviews
- Review rules, and reporting a review
- Ask clients to agree to a consent form
Open in Setvos
Signed in? This article is also in the Help menu of the app.
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