Appointments

Appointments is the working screen for a beauty salon (and other services that take bookings). It's a daily grid: columns are specialists, the vertical axis is time. Here you create service appointments, move them and track them by status.

Open: Admin Panel → Appointments (admin.meni.ge).

This section belongs to the beauty-salon vertical.

Daily grid

At the top is a day panel with today / previous day / next day buttons. Each specialist has their own column with appointments by time; appointments with no assigned specialist go into a separate "Unassigned" column.

Specialists roster

The "Specialists" button opens the roster. For each specialist:

• Name;
• Color — used to highlight their appointments in the grid;
• Active — whether they're part of the schedule;
• Services — which services they perform (all or selected);
• Work schedule — working hours per weekday; a day left unchecked counts as a day off;
• Daily breaks — lunch and similar windows, cut out of every working day;
• Leave and sick days — date ranges when the specialist is unavailable, with an optional note.

The schedule, the breaks and the leave apply not only to the book but to self-service booking too: those hours are simply never offered to a guest.

If there are no specialists yet, add the first one — you can't fill the grid without them.

New appointment

The "New appointment" button opens a form:

• Client and phone;
• Service (from the list) and its duration in minutes;
• Specialist;
• Date and time;
• Comment.

After saving, the appointment appears in the specialist's grid column.

Visit statuses

Open an appointment to move it through statuses:

Actions (confirm / mark seated / complete / no-show / cancel) switch the status right on the appointment card.

Self-service booking

Clients can book by themselves — service → specialist → free slot → contact details:

• on your storefront;
• on your own website — with the “Appointments” widget, see My Website. The widget appears once your menu has at least one item of type “Service”;
• in Telegram — the booking mini-app inside your bot.

Wherever a booking comes from, it lands in the same appointment book.

Free time is worked out from the specialist's schedule, their breaks and leave, the length of the service and the time already taken. The limits for the whole location are behind the ⚙️ “Booking settings” button in the book, block “Online booking hours”.

The words “You are booked” only appear once the appointment really exists. If the slot got taken during the seconds the guest was filling in their contacts, they get an honest refusal and the grid is rebuilt straight away — the system will not let two guests into the same time with the same specialist. When the guest doesn't pick a specialist themselves, we assign a free one as the appointment is created.

If the confirmation is delayed for some reason, instead of “You are booked” the guest sees “We could not confirm it right away, the venue will call you back”. Such a booking usually still reaches the book — check it and call the guest.

What the guest gets right after booking

The confirmation screen shows the booking number and, depending on your location:

• 🔔 Telegram reminders — the button leads to your bot (shown if a bot is connected);
• Manage booking — a link to the page for moving and cancelling;
• Add to calendar — an event for the phone's or computer's calendar;
• an email — if the guest left an address.

Managing a booking by link

The “Manage booking” link opens a separate page. The guest needs no account, no password and no app — the link itself is enough; the same link comes in the confirmation email.

On that page the guest can:

• see the service, the specialist, the date and the time;
• move the booking to another free slot;
• cancel the booking;
• switch on Telegram reminders.

Moves and cancellations show up in the book immediately — nothing extra to confirm.

⚠️ The link is the key to the booking: anyone the guest forwards it to can also move or cancel the visit.

The confirmation email

The booking form has an optional email field. If the guest leaves an address, an email goes out right after confirmation: the service, the date and time (in the venue's time zone), the duration, the venue address, the booking number and a “Manage booking” button. If they don't, we simply send nothing — the booking itself is not affected.

The email is not sent when the appointment was created by a manager in the book, when the system refused the booking, or when the service needs a deposit that hasn't been paid yet. A guest's repeat attempt does not produce a second email.

Emails come in Russian, English, Georgian and Turkish — the language follows the one the guest booked in; for any other language the email is in English.

The venue's time zone

Times everywhere are the venue's time, not the time on the guest's device. A guest in another zone sees the note “venue time (Asia/Tbilisi)” next to the time picker, and the line “Times are given in the venue's time zone” in the email. The book's grid and the reminders use the same zone.

The zone comes from the location settings — the “Locations” section, time zone field. Check it before you switch self-service booking on: especially if the account was created from outside your country.

Telegram reminders

If the location has a Telegram bot connected, a guest who booked through it receives:

• a confirmation, plus messages when the appointment is moved or cancelled;
• a 24-hour and a 2-hour reminder with “I'll be there” and “Cancel” buttons — a tap changes the appointment status in the book immediately.

The owner and managers get notifications about new bookings and cancellations in their own chat — a separate “Owner notifications” block.

Times in all messages are shown in the location's time zone.

⚠️ Cancelling from a bot button does not refund a deposit automatically — if you charge a deposit for a visit, process the refund manually.

Where the bookings came from

Appointments a guest made through the widget on your site carry a “From website” badge in the book — you can see at a glance whether the channel works.

The “🌐 Website widget” button opens the widget funnel for 7, 30 or 90 days:

Shown separately: “Slot taken while choosing” (bookings lost — a reason to add a specialist or shorten the steps), technical failures and the languages the widget was opened in. These are counters only: they hold no personal data about your guests.

Related sections

• My Website — the appointment widget for an external site
• Telegram — connecting the bot
• Staff & shifts — tracking staff working time
• Returning guests — client history
• Table reservations — similar booking logic for restaurants

FAQ

What happens to an appointment with no specialist?

It goes into the "Unassigned" column — assign a specialist later by opening the appointment.

Where do services in the form come from?

From your service catalog; each has a duration that's filled into the appointment.

How do I mark a no-show?

On the appointment card, choose the "No-show" action — the status is recorded as a no-show.

Can two guests book the same time with the same specialist?

No. The slot is tied to the appointment the moment it is created: the second guest gets a refusal and sees a refreshed grid with the times that are still free.

How do I close a day, or part of a day, for a specialist?

Lunch and similar windows — "Daily breaks" on the specialist's card; whole days — "Leave and sick days". To close hours for the whole location, change "Online booking hours" in the booking settings.

The guest booked but no email arrived

Check whether they left an email at all: the field is optional. No emails go out for appointments a manager created in the book, or for unpaid deposits. If an address was given — ask the guest to look in their Spam folder.

The guest is in another time zone — which time are they picking?

The venue's time. The widget labels the time zone next to the time picker, so "14:00" means exactly 14:00 at your place, not at theirs.