Appointments

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Introduction

The Appointments page provides a powerful search and filter interface to find, view, and manage appointments across your entire calendar. Use advanced filtering by client, team member, status, and date range to quickly locate any appointment, even across large time periods.

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Key features

• Advanced Search: Search appointments by client name, email, or phone number
• Team Member Filtering: Filter appointments by one or more team members
• Status Filtering: Filter by appointment status (Booked, Confirmed, Completed, Cancelled)
• Date Range Filtering: View appointments in any date range using the date picker in the toolbar, with one-click presets for the common ranges
• Sorting: Date & time (the list opens latest date first), Client, Status, and Total. See Sorting and filters.
• Pagination: Navigate through large result sets efficiently
• Quick Access: Click any appointment to view full details and make changes
• CSV Export: Export filtered appointments to CSV for reporting and analysis (includes add-on names per service and the appointment’s products and custom items)
• iCal Export: Export appointments to iCal format for importing into calendar applications

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Accessing the appointments page

1. Click Appointments in the main sidebar navigation
2. The Appointments page opens with a default view showing appointments from the last 30 days

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Search and filter options

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Client search

Search by Name, Email, or Phone:

• Type any part of a client’s name, email address, or phone number in the search field
• Results update automatically as you type
• Search works across all fields simultaneously

Example Searches:

• “John” - finds all clients named John
• “john@example.com” - finds the specific client with that email
• “0412” - finds all clients with phone numbers containing “0412”

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Team member filtering

Filter by Team Member:

• Use the team member dropdown to select one or more team members
• By default, all team members are selected (shows all appointments)
• Deselect team members to filter appointments to specific team members
• Useful for viewing individual team member schedules or performance
• Appointments for resource-only services (no team member assigned) appear when all team members are selected but are excluded when filtering by specific team members

How to use:

1. Click the team member dropdown
2. Select or deselect team members to filter
3. The appointment list updates automatically

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Status filtering

Filter by Appointment Status:

• Booked: Appointments still waiting on a step - client confirmation, business approval, a deposit, or a saved card. The badge names which one: “Awaiting Deposit”, “Awaiting Card”, “Pending Approval” or “Pending Confirmation”
• Confirmed: Fully confirmed appointments ready to proceed
• Completed: Finished appointments
• Cancelled: Cancelled appointments

How to use:

1. Click the status dropdown
2. Select one or more statuses to filter
3. By default, Booked, Confirmed, and Completed are selected - cancelled appointments are hidden
4. Deselect statuses to exclude them from results
5. Select all four statuses to show everything
6. Clear all returns the status filter to that default, so cancelled appointments stay hidden until you tick Cancelled yourself

Use cases:

• Show only upcoming appointments: Select Booked and Confirmed only
• Review completed work: Select Completed only
• Check cancellations: Select Cancelled only
• View everything: Select all four statuses

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Date range filtering

Set a date range: One date button in the toolbar carries the whole range. It reads the range you’re on (Last 30 days to start with, a preset’s name once you pick one, or the two dates of a custom range), and opens a panel with two halves:

• Quick select down the left for the ranges you reach for most: Today, Yesterday, Last 7 days, Last 30 days, This week, This month, Last month, then Next 7 days, Next 30 days, Next 90 days and Next month for upcoming appointments. Picking one applies it and closes the panel.
• A two-month calendar on the right for anything else: click the first day of the range, then the last. The list updates as you go, and the button then reads the two dates. On a phone the panel stacks: the quick-select options run along the top as a scrolling strip, with a single month below.

Tips:

• Use shorter date ranges for faster loading
• Use longer ranges when searching for specific historical appointments
• The default range covers the last 30 days, which balances performance and coverage
• This week follows the first day of the week set under Settings → Business settings

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Booking source filtering

Filter by Booking Source:

• All (default): Show appointments from all sources
• Online: Show only appointments booked via your online booking page
• Business: Show only appointments created from the business dashboard

When viewing online bookings, an additional team member preference filter appears:

• All: Show all online bookings regardless of team member preference
• Requested: Show bookings where the client chose a specific team member
• Any: Show bookings where the client selected “any available”

Booking source indicator: Each online booking displays a globe icon with the booking source in the status column:

• Online · Requested team member - the client chose a specific team member
• Online · Any team member - the client selected any available team member

This indicator is visible across all views: appointment list, scheduler tooltip, appointment preview, and appointment detail page.

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Sorting and filters

Search and filters choose which rows are listed. They do not change the order. To change the order, click a column heading that sorts. Unless the page says otherwise, the first click sorts text A to Z, and numbers and dates highest or newest first. Click the same heading again, or the heading the list already opens on, to reverse it. The arrow beside the heading shows the direction: up is A to Z, oldest first or lowest first, and down is Z to A, newest first or highest first. A heading that sorts by name ignores capital letters: “anna” and “Anna” sort together. The list opens on Date & time, arrow down (latest date first). Client, Status, and Total sort as well. Services and Form do not. There is no column for when the appointment record was created. Date & time is when the appointment is booked for. Search, the date range, team member or resource, status, booking source, and tags are filters. They choose which appointments are listed. On a narrow screen Client, Services, Status, Form, and Total are hidden. Date & time stays, so that sort is still available.

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Viewing appointment details

From the Appointments List:

1. Click any appointment row in the table
2. The appointment details panel opens
3. View full appointment information including:
   • Client details
   • Services and team members (or resource only, for resource-only services)
   • Date and time
   • Status
   • Payment: the bill, each deposit and, once one is taken, the Balance due (or Overpaid, when the deposits come to more than the bill: see When the deposits come to more than the bill)
   • Notes

The full appointment screen organises everything into tabs, in the order you need them on the day:

• Overview: The schedule, notes, invoice and booking details at a glance.
• Forms: Form submissions linked to this appointment, with the option to send a form to the client.
• Photos: Photos taken at this appointment - including the client’s photos linked to it.
• Files: Every file on this appointment, with the same linked-client view.
• Treatment plans: The client’s treatment plans, ready to review or update during the appointment.
• Activity: The appointment’s notifications - what’s planned and sent, with a card for each message that applies to this appointment (confirmation, the reminders, the rebook reminder, the review request, both follow-ups) - above the full activity log of status changes, payments and messages. Sending or resending from any of them opens a preview first.

On the full appointment screen, a grey Email muted or SMS muted badge next to the client’s contact details means that channel is switched off under Automated notifications on their client record, so your automated messages don’t go to them that way. The amber bell with a line through it in the client search is a different signal: a channel is on, but the email address or mobile number it needs is missing. Actions Available:

• Approve / Confirm - On the scheduler preview and appointment page, Confirm and Approve live on the status badge and are also listed in the Actions menu, not the button row. For online bookings this shows as “Approve”; for dashboard bookings, “Confirm”. Confirm and Approve always open a confirmation first, including from the appointments list, client file, the Inbox, series row, and the scheduler preview. Turn off Notify the client to skip the client message. When notify is on, the dialog lists whether Email and SMS will send, or why not. If the booking is waiting on a saved card, the same dialog warns that approving waives the card. Decline on the approval or awaiting-card banner opens the same cancel dialog, with Decline wording.
• Edit - change the client, services, team member, date, time, or notes on the same appointment. Start time follows the first service, and it stays when you remove every service before adding another. See Editing or rescheduling an appointment.
• Reschedule appointment - when editing, the Notifications section appears showing which reminders will be sent for the new time. If rescheduling to a time within a reminder’s window, you can choose to send it immediately
• Cancel appointment
• Checkout appointment (if not completed)
• View client profile
• Resend notification - Resend the booking confirmation, pending approval notice, deposit request, card request, or checkout summary to the client. The action label names whichever one will be sent (for example “Resend deposit request” when a deposit is owed, “Resend card request” when the booking is waiting on a saved card). On the appointments list this opens the same preview as the Activity tab; nothing is sent until you confirm. Resending a deposit request also gives the client the whole time to pay again, when your business has a time limit set.
• Extend time to pay - Give the client longer to pay the deposit on a Booked appointment, when your business has a time limit set. Only times later than the one they were told are offered, and with Notify the client on, Bella sends the deposit request with the new time. See When a team member books.
• Send reminder - Manually send an appointment reminder to the client (available for Booked and Confirmed appointments). While a deposit is owed, it also gives the client the whole time to pay again, when your business has a time limit set. On the appointments list, reminder, rebook reminder and review request also open that preview first.
• Send first follow-up and Send second follow-up - Send either follow-up message by hand, for a confirmed or completed appointment that has already finished. Sending needs Messages Plus. Each opens the same preview, where you can switch the channels for this send and edit the wording for this send only.

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Adding products before checkout

You can add retail products to any appointment when you create or edit it - you don’t have to wait for checkout.

1. Open the appointment and choose Edit (or start a new appointment)
2. In the Items section, click Add item and choose Product
3. Search by name, SKU or barcode, pick the product, then set the quantity and the team member credited with the sale
4. Save - the lines stay on the appointment and pre-fill at checkout, where they settle with the rest of the bill

For products with inventory tracking, stock is secured the moment the line is added - the line shows a Stock secured chip, and your online shop hides the product when its stock hits zero, so the last units can’t be bought by someone else before the client arrives. Stock is never deducted twice at checkout, and removing a line or cancelling the appointment returns it automatically. Paid orders a client has placed through your Product shop and reserved for this appointment appear separately on the Reserved products card - those are already paid online, while Stock secured lines are paid at the till.

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Understanding appointment statuses

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Booked status

• Initial status for appointments still waiting on a step
• Appointment is created but not yet confirmed
• The status badge names what it is waiting on alongside “Booked”: “Awaiting Deposit”, “Awaiting Card”, “Pending Approval” or “Pending Confirmation”
• Client must confirm (via link in reminder messages), pay the deposit, or save a card - whichever applies
• If client confirmation is enabled, appointments stay “Booked” until confirmed
• If a deposit is required, appointments stay “Booked” until the deposit is paid (deposit takes precedence over confirmation)
• If a card on file is required (by your Card on file policy, a service or a membership), an online booking by a client with no saved card creates no appointment at all until the card is saved, and then arrives Confirmed - so it never waits here. The exception is a booking that also carries products you take full payment for at booking: one combined payment settles them and saves the card, so that appointment is created first and waits as “Awaiting Card”. Approving it yourself waives the card requirement

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Confirmed status

• Final status indicating appointment is fully confirmed
• Appointments are auto-confirmed when client confirmation is disabled (location setting)
• When client confirmation is enabled, appointments stay “Booked” until client confirms
• Online bookings with deposit become Confirmed when payment succeeds

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Completed status

• Appointment has been finished
• Checkout has been completed
• Payment has been processed
• Sale record has been created
• It keeps its time on the calendar and can no longer be edited or moved. If the client finished early, you can still end it earlier. See What you can do at each status

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Cancelled status

• Appointment has been cancelled
• May include refund information if cancellation policy applied
• Cancelled appointments remain in the system for reporting
• Its time is free again for new bookings

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What you can do at each status

An appointment’s status decides what you can still change. Booked and Confirmed appointments are open: you can edit them, move them, take money and check them out. Checking out creates the sale and makes the appointment Completed. From then on the sale holds what was sold, so the appointment itself can’t be edited or moved. The one exception is its end time, for a client who finished early. Cancelling closes an appointment and frees its time. Good to know:

• Badges don’t change the table. The Booked badges (Awaiting Deposit, Awaiting Card, Pending Approval, Pending Confirmation) and check-in (Waiting, In progress) sit on top of the status. A checked-in appointment is still Booked or Confirmed.
• Taking money before checkout means Record deposit in the appointment’s Actions menu, as many times as needed while a balance is left, or a payment link once the appointment has started.
• Changing a checked-out appointment goes through its sale. Edit sale fixes the team member credited, the sale date, the receipt note and some payment methods without moving any money. Anything else needs Void sale, which puts the appointment back to Confirmed so you can change it and check it out again. Both are in the appointment’s Actions menu and on the sale.
• No-shows after checkout. Cancelling a Completed appointment with the No-show reason doesn’t add to the client’s no-show count. If you checked out a client who never came, void the sale first, then mark the no-show.
• Unconfirming. Status is only offered when you create an appointment, so a Confirmed appointment can’t be set back to Pending Confirmation or Pending Approval. To ask the client to confirm after all, cancel it (switch off Notify the client if they shouldn’t hear about it) and book it again with that status.
• Your role has to allow it too. For example, permanently deleting needs Appointments > Delete, and voiding or refunding a sale needs Sales > Refund, as does editing a deposit and refunding the deposit of a checked-out appointment, including when you cancel it. By default only Owner and Admin have those two. Ending an appointment earlier needs Appointments > Edit. See Team permissions.

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Common situations

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The client finished early and you want the time back

While you check out: tick Finished early on the checkout panel. It offers to end the appointment at the time now, rounded up to the next 5 minutes, and shows when that is after each team member’s first service started and at least 15 minutes before the booked end, on the appointment’s day. The appointment is checked out and ends at that time in one step. Already checked out: open the appointment, choose Change end time from Actions, set Ended at to the time the client left and click Change end time. You can move it again later, as far back as the end it was booked with. Either way the sale stays as it is and the client isn’t told: their receipt and their online booking page keep the times they booked, and so does Rebook. The rest of the booked time is free straight away for new bookings, including online ones, within your usual booking rules such as minimum notice. A team member’s services that ran past the new end shrink in proportion to fit before it, in the same order, and a team member who had finished by then keeps their times. The new end has to come after each team member’s first service started. Both ways need Appointments > Edit. Not checked out yet: you can also shorten the appointment before checkout. On the Scheduler, drag the bottom edge of the appointment up to the time the client left. Or open it, click Edit, choose a shorter Duration for the last service and click Update. Shortening doesn’t change the price. Don’t cancel a checked-out appointment to free its time. Cancelling voids its sale, and whatever you keep of its payment is recorded as a cancellation or no-show fee sale in that day’s sales, unless you refund it in the cancel dialog.

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You need to change a checked-out appointment

1. Open the appointment and open Actions. The same two options are on the sale: click the sale number next to Sale, or find it under Sales > Transactions.
2. If the problem is the team member credited, the sale date, the receipt note, or a Cash, Card (Manual) or Other payment recorded under the wrong method, choose Edit sale, fix it and give a reason. No money moves and the appointment stays Completed.
3. For anything else, such as a service, a price, the time or the client, choose Void sale, give a reason and confirm. The appointment goes back to Confirmed.
4. On the appointment, click Edit, make your changes, then check it out again. The client gets a fresh receipt.

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A client paid a deposit today for a future appointment

The deposit shows on the appointment as soon as it’s paid, and as a green pill on its Scheduler card. In your reports:

• It isn’t in Total sales on the Sales summary yet. It’s in today’s Deposits collected, by the method you took it with. It reaches Total sales when you check the appointment out, as Deposit applied, or when you keep it after a cancellation or no-show, as a cancellation or no-show fee. See Deposits and Total sales.
• Insights → Reports → Future income shows it now, in Deposits held for upcoming Booked and Confirmed appointments, next to the Balance to collect. The report covers the next 90 days to start with, so widen the date range for an appointment further out. See Future income.
• If you took it on a card terminal you’ve named under Settings → Card terminals, the Card terminal takings card on the Sales summary counts it under that machine today.

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A client didn’t show up

Open the appointment and choose Mark as no-show from Actions, as described in Marking a no-show. Its time is freed and the client’s no-show count goes up by one. If they paid a deposit by card, the dialog works out the refund from your cancellation policy and shows it on that deposit’s row under What the client gets back. With no cancellation policy set, the row starts on a full refund, so switch it to Forfeit if you’re keeping it. A no-show takes your late cancellation or no-show fee. The dialog lists the Fee, what comes From the deposit, what goes back and what is Not collected. Leave Charge cancellation fee on to charge what the deposit doesn’t cover to the client’s saved card.

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Moving an appointment that has a deposit

Move it like any other appointment: drag it on the Scheduler, or open it and choose Reschedule. The deposit stays with the appointment and comes off the bill at checkout, so nothing is refunded or charged again. The confirmation lets you turn off Notify the client if you’ve already told them.

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Carrying a deposit over to the next appointment

A deposit belongs to the appointment it was taken for, and checkout always takes it off that appointment’s bill. There’s no way to move a deposit to another appointment. If the client wants their deposit to count towards their next visit instead:

1. Check today’s appointment out as normal. The deposit comes off today’s bill.
2. Before the client leaves, take the same amount again in one of two ways:
   • As client credit, if you use it: on the client’s profile, open Wallet, then Credit, and choose Top up balance. The credit comes off their next checkout or sale automatically. To keep it for a later appointment, switch off Apply credit on the bills in between.
   • As a deposit on their next appointment, if it’s booked: open it and choose Record deposit from Actions (it works beside a deposit already held, while a balance is left). It comes off that appointment’s bill at checkout.

Either way the client pays for today’s appointment in full, and the deposit amount carries forward to their next one. Don’t refund the deposit and then add the same amount as credit. A deposit paid by card (online, or charged to a saved card) goes back to that card when you refund it, so you’d lose the deposit and give the credit as well. If the client is only changing the day of the same appointment, move it instead: the deposit goes with it.

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Cancelling an appointment that has a deposit

1. Open the appointment, choose Cancel and pick a reason.
2. On a late cancellation, the policy box lists the Fee, what comes From the deposit, what goes back and what is Not collected: the fee comes out of the deposit first, or the whole deposit is kept when your deposit rule says so (see How the fee is collected).
3. Under What the client gets back, each deposit has its own row, named by how it was paid, set to Refund or Forfeit with an amount. A deposit paid by card (online, or charged to a saved card) starts on what your cancellation policy gives back, allocated to the first deposit first; with no policy set that’s a full refund. Change the amount or choose Forfeit on any row. Whatever you refund goes back to that card automatically.
4. A Cash, Card (Manual) or Other deposit was taken outside Bella, so Bella can’t return it: its row shows what your policy gives back as the amount for you to hand back yourself, and Bella records it on the appointment and in the client’s payment history. Change the amount to what you actually gave back, or choose Forfeit if you’re keeping it. A card deposit taken on a payment provider you’ve since switched away from can’t be refunded through Bella either, so cancelling keeps it. Refund it in that provider’s dashboard, then record it with Refund deposit.
5. When the fee is more than the deposit covers and the client has a saved card, leave Charge cancellation fee on to charge the rest.
6. Confirm. The appointment’s time is free again.

A deposit you keep when you cancel (its Forfeit row), a fee you charge to a saved card, or a checkout payment you keep from a checked-out appointment is recorded as a Cancellation fee or No-show fee sale on the day you keep it, so it’s in your sales reports; a forfeited gift card, package session or client credit isn’t a sale. Kept some or all of a deposit and want to give it back later? Open the cancelled appointment and choose Refund deposit on that deposit’s row in the appointment’s bill (Payment on the Scheduler panel), or from Actions. Cancelled appointments are hidden until you ask for them: include Cancelled in the status filter on the Appointments list or a client’s Appointments tab, or tick Cancelled under Filters on the Scheduler, then open the appointment (the list’s ⋮ menu doesn’t have Refund deposit). It shows while some of the deposit itself is left to give back; a non-refundable appointment fee taken with it doesn’t count. A deposit paid by card goes back to that card, up to what’s left of it. For a Cash, Card (Manual) or Other deposit, or a card deposit taken on a payment provider you’ve since switched away from, give the money back yourself and Bella records the amount. Refund deposit needs the Appointments > Cancel permission, the same one as cancelling the appointment. Once an appointment is checked out, its deposit is refunded from its sale, which needs Sales > Refund.

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Checking in a client

Check-in lets your front desk mark a client as arrived, then mark their service as underway - so everyone can see at a glance who is waiting and who is being looked after. How to check a client in:

1. Open the appointment (from the Scheduler or the Appointments list), or stay on the client file, the Inbox, or a series overview
2. Click Check in on the scheduler preview or appointment page, or choose Check in from the ⋮ on the appointments list, client file, the Inbox, or a series row
3. The appointment now shows a Waiting badge with the arrival time

Starting the service: When the client is taken through, click Start on the scheduler preview or appointment page (or choose it from the ⋮ on surfaces that have no button row). The badge changes to In progress. You can start the service directly without checking the client in first; their arrival is recorded at the same moment. Undoing a mistake: On the scheduler preview and appointment page, undo lives on the status badge and is also listed in the Actions menu. Elsewhere it is on the ⋮. Undo start returns the client to Waiting (or all the way back if the start was direct), and Undo check-in returns them to not arrived. Undo is available while the appointment is still open. Once it is checked out or cancelled, the recorded times stay as a historical record. Good to know:

• Checking a client in requires the Check in appointments permission - roles that can check out appointments have it by default
• On the Scheduler, a checked-in appointment also changes colour when you’re colouring by status - Waiting and In progress each have their own colour, which you can customise under Scheduler colours. If you colour by service, live appointments keep their service colour, and the check-in icon on the appointment shows who is waiting and whose service is underway. After checkout the whole tile uses the Completed colour
• The assigned team member gets a notification (in the notification bell, and as a push notification on any device where they’ve turned push on) the moment their client is checked in. Each team member can turn Client checked in notifications on or off in their notification preferences
• The check-in and start times are shown on the appointment, so you can see how long a client waited. Across your business, the Appointments summary report rolls this up into average wait time, average actual duration, and a check-in rate, and the dashboard’s Today section shows how many clients are waiting or in progress right now
• Rescheduling an appointment to a different day clears its check-in - the client hasn’t arrived for the new day. Moving it to another time on the same day keeps the check-in, since the client is already with you
• Checkout works exactly the same whether or not a client was checked in - check-in is never required

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Cancelling an appointment

Open the appointment and click Cancel, then pick a reason. Before you confirm, the dialog lists what the client gets back - one line per thing this appointment used, with what happens to each: Change any line to Forfeit to leave it exactly as it is - a late cancellation or no-show where the client doesn’t get their session back, say. Restore all and Forfeit all set every line at once (they never touch the money lines, so a bulk choice can’t quietly refund a card). Only the lines this appointment actually used are shown. An appointment that used nothing shows none of them. When the client has other upcoming Booked or Confirmed appointments, the dialog says how many, with a link to the client’s Appointments tab, where you can tick several and cancel them together. The link isn’t shown when you cancel from that tab. Cancelling several appointments at once (Appointments → select rows → Cancel, or ticking them on a client’s Appointments tab) asks for one reason for the batch, a Notify the client switch (on by default: each client gets one cancellation message for all their cancelled dates; a family appointment gets its own, as it also goes to the family members on it, and a completed appointment gets none), the single Forfeit redeemed rewards & credits switch, which applies to all of them (the per-line list needs one appointment to describe), and Paid product orders (keep, or cancel and refund) where a client has already paid for products against one of those appointments. A bulk cancel keeps every deposit, and its result links each appointment it kept one on. To give a deposit back, open the appointment from that link and choose Refund deposit from Actions. To find it later, include Cancelled in the status filter.

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Marking a no-show

When a client misses their appointment without cancelling, you can record it as a no-show. How to mark a no-show:

1. Open the appointment on the Scheduler or its own page, or find it on the Appointments list
2. Open Actions (the ⋮ on the list) and choose Mark as no-show. It appears once the appointment’s start time has passed, unless the client has been checked in or their service has started
3. The Mark as no-show? dialog opens with No-show already chosen as the reason. You can still change it, and the dialog then reads as a cancellation
4. Click Mark as no-show

Before the start time, from a client’s file, or for an appointment with no services, choose Cancel and pick No-show as the reason: the dialog then reads Mark as no-show. Either way records the same no-show. If a client was checked in by mistake, undo the check-in and Mark as no-show shows again. A no-show is a cancelled appointment, so it leaves the Scheduler unless you tick Cancelled under Filters. The tick is saved to your profile, so it follows you to other devices, and no-shows appear in their own No-show colour. No-show vs cancellation: No-shows and cancellations are tracked as separate metrics - they do not overlap:

• No-show: The client did not attend and did not cancel in advance. Increments the client’s no-show count.
• Cancellation: The client (or your team) cancelled before the appointment time. Increments the client’s cancellation count.

Both counters are visible on the client’s profile, helping you identify patterns. Deposits and cancellation fees: If deposits were collected, marking a no-show applies your cancellation policy to them: the late cancellation or no-show fee comes out of the deposits first, the first deposit covering it first, and the rest of each card deposit is refunded (none of it when your deposit rule keeps the whole deposit), each on its own row under What the client gets back. With no cancellation policy set, a card deposit’s row starts on a full refund unless you switch it to Forfeit or type a smaller amount. A Cash, Card (Manual) or Other deposit stays with you unless you hand it back yourself; its row shows the policy’s amount, so enter what you actually gave back (or choose Forfeit) and Bella records it. Any fee the deposit doesn’t cover, or the whole fee when there’s no deposit (on Card on file, for example), can be charged to the client’s saved card: leave Charge cancellation fee on when you mark the no-show. This needs a connected payment account and a saved card on the client’s profile. See How the fee is collected. Didn’t charge it then? Open the cancelled appointment, on the Scheduler or its own page, and click Charge fee on the “Charge cancellation fee” card, or choose it from Actions. When the deposit paid part of the fee, the card reads “Charge the rest of the $67.50 fee, $37.50, to the card on file.” It’s there while some of the fee is left after the deposit and any payment the cancel kept, the fee hasn’t been charged and the client has a saved card, and it needs the same permission as cancelling an appointment. Charged the wrong fee, or agreed to waive it? Open the cancelled appointment and click Refund fee on the “Cancellation fee charged” note, or choose it from Actions. That returns the whole amount charged to the card it came from, and lets you charge a corrected fee afterwards. Refunding a fee needs the same permission as refunding a sale.

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Table columns

The appointments table displays:

• Date & time: Scheduled appointment date and time
• Client: Client name with contact information
• Services: The first two services booked, each with its team member under it and an add-on count when add-ons are selected, then a count of the rest, such as +2 more. A resource-only service reads Resource-only where the team member would be. Under the services: any products and custom items on the appointment, and the appointment’s tags
• Status: Current appointment status with visual badge
• Form: Form pending or Form completed when a form is on the booking. The column shows when your plan includes forms and you have at least one form
• Total: The appointment’s bill: its total after what checkout takes off by itself, such as a reward or a package. Once checked out, the bill as its sale settled it, after packages, gift cards and client credit. Once cancelled, its services and any appointment fee taken at booking

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Pagination

Navigating Large Result Sets:

• Use pagination controls at the bottom of the table
• Navigate page by page or jump to a specific page
• Adjust items per page if needed
• Total count shows how many appointments match your filters

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Exporting appointments

Bella Booking provides two export formats for appointments:

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CSV export

Export appointments to a CSV file for reporting and analysis:

1. Set your desired filters (date range, team members, status, client search)
2. Click the Export button at the top of the table and choose Export to CSV
3. The CSV file downloads with all filtered appointments
4. Open in Excel, Google Sheets, or any spreadsheet application

CSV Export includes:

• Date & time
• Client name, email, and phone
• Services, each with its add-on names in square brackets
• Items (the appointment’s products and custom items)
• Team members
• Status
• Form, when the table shows the Form column
• Booking source (Online or Business)
• Cancellation reason
• Series (Yes when the appointment is part of a recurring series)
• Total
• Tags

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iCal export

Export appointments to iCal format for importing into calendar applications:

1. Set your desired filters (date range, team members, status)
2. Click the Export button at the top of the table and choose Export to Calendar (.ics)
3. An .ics file downloads with all filtered appointments
4. Import the file into your preferred calendar application

Supported Calendar Applications:

• Google Calendar
• Apple Calendar (macOS/iOS)
• Microsoft Outlook
• Any application supporting the iCal (.ics) format

iCal Export includes:

• Appointment date and time
• Client name
• Services (with the variant and add-ons the client chose) and team members
• Appointment duration

Use Cases for iCal Export:

• Sync appointments to your personal calendar
• Share schedules with team members who don’t have Bella Booking access
• View appointments alongside personal events
• Backup appointment data in a universal format

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Best practices

Finding Specific Appointments:

1. Use client search for quick access to a specific client’s appointments
2. Combine filters for precise results (e.g., specific team member + date range)
3. Use status filters to focus on appointments needing attention

Performance Tips:

• Use shorter date ranges when possible for faster loading
• Use Clear all when done to reset to the default view
• Use specific searches rather than broad date ranges when looking for particular appointments

Workflow Suggestions:

• Check “Booked” status appointments daily to monitor pending confirmations
• Review “Completed” appointments weekly for reporting
• Use “Cancelled” filter to review cancellation patterns

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FAQs

Q: Can I search for appointments by service name? A: Currently, search is limited to client information (name, email, phone). Service filtering may be added in future updates. Q: How far back can I search for appointments? A: You can search any date range. However, very large date ranges may take longer to load. We recommend using date range filters for better performance. Q: Can I export appointments from this page? A: Yes! Bella Booking offers two export options:

• CSV Export: Click the Export button and choose Export to CSV to download all appointments matching your current filters. The export has the columns listed under CSV export. Great for reporting and analysis in spreadsheets.
• iCal Export: Click the Export button and choose Export to Calendar (.ics) to download appointments in iCal format (.ics file). Import this file into Google Calendar, Apple Calendar, Outlook, or any other calendar application. The export respects your current filters (date range, team members, status).

Q: What happens if I delete an appointment from this page? A: Only a cancelled appointment can be deleted. Cancel it first, then choose Permanently delete from its ⋮ menu (this needs Appointments > Delete, which Owner and Admin have by default). Deleting removes it for good, so it also leaves your reports. Keep a cancelled appointment if you want it counted in the Cancellations & no-shows report. Q: Can I see appointment notes in the list view? A: Notes are visible in the appointment details panel when you click on an appointment. They are not shown in the table view to keep the list clean. Q: How do I filter appointments for a specific date? A: Open the date button and pick Today or Yesterday from Quick select. For any other single day, select it as both the start and the end of the range on the calendar. Q: Can I save my filter preferences? A: Filter preferences are not currently saved between sessions. The page defaults to the last 30 days with Booked, Confirmed, and Completed statuses selected. Q: A client left without paying. How do I mark the appointment as unpaid? A: There’s nothing to mark. An appointment stays Booked or Confirmed until you check it out, so leaving it as it is keeps it unpaid. Check it out when the client pays, or send a payment link if you have online payments connected. See If the client pays later. Q: What’s the difference between this page and the Scheduler? A: The Scheduler shows appointments in a calendar view with drag-and-drop functionality. The Appointments page provides a searchable, filterable list view ideal for finding specific appointments or reviewing historical data.

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Related documentation

• Scheduler - Calendar view and appointment management
• Payment links - Ask a client to pay an appointment balance online
• Clients - Client management and profiles
• Settings - Booking page - How your online booking page looks