Check in, finish, move or cancel an appointment

1. 01

   Open the visit

   Click its card in the diary or its row in the list. The panel shows the services, the total, any deposit and the sale once taken, and a note when the client asked to pay with their points. A visit the client confirmed from a Telegram reminder shows “Confirmed by the client” and when; moving it clears that. The buttons that change a visit appear if your role allows editing bookings.

2. 02

   Find a visit by its code

   The visit’s code, like LIRA-9A4B, is beside its title; point at it to see the APT- reference used in exports and the activity log. A client who gives you their code can be found by typing it into the search at the top. Clients see the same code on the page where they manage their booking, which shows no QR: that link can be forwarded, and the QR checks a visit in by itself.

3. 03

   Keep a visit held for its deposit

   A visit booked online whose deposit is not paid yet says “Held until 10:11 — released if the deposit isn’t paid”, on your salon’s clock. Its client gets no reminder while it is held. Press “Keep this booking” to end the hold: the client gets the confirmation text, and the deposit stays due for you to take at the desk. A deposit a client pays from Telegram is paid on your gateway's page; when your gateway confirms it, the visit shows it paid and the client hears “Deposit received” in their chat.

4. 04

   Mark a deposit paid by transfer

   A deposit the client chose to pay by bank transfer shows “Waiting for a bank transfer” with the reference they were asked to add and the amount. Once the money is in your account, press “Mark paid (bank transfer)”, check the amount and confirm — here or in Setvos Business. The deposit is then paid, as a card payment would make it, and this cannot be undone. In a class, it is on the first seat of the party that booked. A deposit paid this way goes back by hand: when it is due back, the owners are told to return it from the bank.

5. 05

   Check the client in

   When the client arrives, press “Check in”. It records the arrival; the visit stays booked.

6. 06

   Start the visit

   Press “Start timer” when the work begins; the card gets an outline. Write the “Formula”, which saves when you click away, and add pictures with “Add photo”. You can write or correct the formula after the visit is done too. Visit photos never appear on your booking page.

7. 07

   Finish it

   Once the visit is started, press “Done & checkout” to close it and take payment at the till in one go. “Done” closes it without taking money; a “Checkout” button then stays on the visit for later.

8. 08

   Move it

   Before the visit starts, set a time under “Reschedule to” and press “Move” to move it within the day, or drag its card to another time, day or person. The move is checked like a new booking, and reminders follow the new time. The client is sent the new time: an email with an updated calendar file, if they gave an address, and a message, worded by your “Rescheduled” template on Bookings › Settings if you wrote one. The email shows the old time struck through above the new one, and says when a paid deposit carries over.

9. 09

   Cancel it

   Press “Cancel”, read what will happen and press “Cancel the visit”; it cannot be undone. The client gets a cancellation email and message. A paid deposit is refunded before the free-cancellation window and kept inside it. With the waitlist offer on, the first matching person on your waitlist is told. You can write a reason for the client, up to 200 characters, like “The master is ill”: the page where they manage the visit shows it under “Cancelled by the salon”. The client’s email offers up to three free times for the same services, the same person first, and is signed with your name.

10. 10

    Mark a no-show

    If a booked client does not come, press “No-show”; it is there until the visit is started. A paid deposit is kept. If no deposit was paid, the service has a no-show fee and the client has a card on file, the fee is charged to the card instead.

11. 11

    Plan the next visit

    On a finished visit, “Schedule recall” books the same services with the same person a chosen number of months ahead. On a visit with a named client that is not cancelled, “Make standing” starts a standing appointment that repeats with the same details. Neither is offered on a walk-in.

Updated October 24, 2026