Booking an appointment for a client from the calendar
A client called or messaged? Book them straight from the calendar — an existing or new client, a service, a staff member and a time — and they get a confirmation on WhatsApp.
Appointments clients book online go into the calendar by themselves. One you agreed on by phone, by message or with someone who walked in, you book straight from the calendar — and it goes in confirmed.
In the menu, click “Calendar”, then “New appointment” — or click an empty spot in the staff member’s column in the “Day” view, and the time is already filled in.
In the “Client” field, search by name or phone and pick from the list. A new client? Click “+ New client” and fill in a name and phone number.
Pick the service, staff member, date and time. The duration and price come from the price list, and you can change them for this appointment only.
If you like, add a “Note (the client sees it too)”, then click “Book appointment”.
What the client gets
When the appointment is in the future, the client gets a WhatsApp confirmation, and the screen tells you whether it went out. A visit you enter after the fact is saved without a message to the client. A form set to go out on booking is sent too.
Outside working hours, and overlapping appointments
A time outside the staff member’s working hours isn’t blocked: Bookly asks whether to book it anyway. A time that clashes with another appointment of the same staff member can’t be booked — pick another time or another staff member.
A new client with a phone number that’s already in your client list isn’t duplicated — the appointment goes on their existing card.
A series at the same time — every week or every few weeks — is booked in the same window, with the “Recurring appointment” switch. See Recurring appointments.
The guided tour is in the app
In the “Calendar” chapter, the tour shows this on the screen itself, step by step.
Can a staff member book for others?
No — a staff member books only in their own calendar. The owner, managers and the secretary role book for the whole team.
The client didn’t get a confirmation — why?
A confirmation goes out only for a future appointment, and only when WhatsApp messages are on for the business and the client. What was sent and to whom is in the message log, under “Communication”.
Updated: 10 October 2026
Related guides
- The calendar: day, week and a column per staff memberReading and getting around the calendar: day, week and list views on a computer, the week strip and a column per staff member on the phone, staff filters, and what the marks mean.
- Moving, cancelling, and marking “Arrived” or “No-show”What to do with an appointment: approve a pending one, move it to another day, time or staff member, cancel it, and mark whether the client came — they’re updated on WhatsApp.
- Recurring appointmentsA series of appointments at the same time — every week or every few weeks. The business books a series on the website, and clients can book one themselves. Each one is marked ⟳.
- The client card: history, notes and photosEverything about a client in one place: appointments and visits, revenue and no-shows, private notes, before-and-after photos, forms and punch cards — and search, sorting, tags.
- The WhatsApp bot: confirmations, reminders and buttonsThe bot sends clients a confirmation for every booking and a reminder before it; they answer with a tap — coming, reschedule or cancel — and your calendar updates itself.
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