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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 within custom date ranges using separate From and To date pickers
  • Sorting Options: Sort by appointment date, client name, creation date, or status
  • 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
  • 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

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 staff
  • Useful for viewing individual team member schedules or performance
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 created online that require payment 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
  4. Deselect statuses to exclude them from results
  5. Select all four statuses to show everything
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 Custom Date Ranges: Use the separate From and To date pickers to define your date range:
  • From: Select the start date for your search
  • To: Select the end date for your search
  • The default range shows the last 30 days
How to Use:
  1. Click the From date field and select a start date from the calendar
  2. Click the To date field and select an end date from the calendar
  3. The appointment list updates to show only appointments within the selected range
Tips:
  • Use shorter date ranges for faster loading
  • Use longer ranges when searching for specific historical appointments
  • The default 30-day range balances performance and coverage
  • The To date cannot be set earlier than the From date

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Sorting Appointments

Available Sort Options:
  • Appointment Date: Sort by when the appointment is scheduled (newest or oldest first)
  • Client Name: Sort alphabetically by client name
  • Creation Date: Sort by when the appointment was created
  • Status: Group appointments by status
How to Sort:
  1. Click any column header to sort by that column
  2. Click again to reverse the sort direction
  3. The sort indicator (arrow) shows the current sort direction
Default Sort:
  • Appointments are sorted by appointment date (newest first) by default

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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
    • Date and time
    • Status
    • Payment information
    • Notes
Actions Available:
  • Edit appointment details
  • Reschedule appointment
  • Cancel appointment
  • Checkout appointment (if not completed)
  • View client profile
  • Resend notification - Resend the booking confirmation, pending approval notice, or checkout summary to the client
  • Send reminder - Manually send an appointment reminder to the client (available for Booked and Confirmed appointments)

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Understanding Appointment Statuses

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Booked Status

  • Initial status for appointments requiring client confirmation or deposit payment
  • Appointment is created but not yet confirmed
  • Client must confirm (via link in reminder messages) or complete payment
  • If client confirmation is enabled, appointments stay “Booked” until confirmed

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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

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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

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Table Columns

The appointments table displays:
  • Client: Client name with contact information
  • Date & Time: Scheduled appointment date and time
  • Services: List of services booked
  • Team Member: Assigned team member(s)
  • Status: Current appointment status with visual badge
  • Total: Total appointment price

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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

BellaBooking 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 CSV button at the top of the table
  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
  • Team members
  • Status
  • Total

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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 iCal button at the top of the table
  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 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 BellaBooking 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
  • Clear filters when done to reset to 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! BellaBooking offers two export options:
  • CSV Export: Click the Export CSV button to download all appointments matching your current filters. The export includes date/time, client details, services, team members, status, and totals. Great for reporting and analysis in spreadsheets.
  • iCal Export: Click the Export iCal button 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: Appointments can be cancelled but not deleted. Cancelled appointments remain visible for reporting purposes. 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: Set both the From and To dates to the same date to view appointments for a single day. 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: 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.
With the Appointments page, finding and managing appointments across your entire calendar is quick and efficient. Use the powerful search and filter tools to locate any appointment in seconds.