> ## Documentation Index
> Fetch the complete documentation index at: https://docs.bellabooking.com/llms.txt
> Use this file to discover all available pages before exploring further.
# Appointments
> Search, filter, and manage all your appointments in one comprehensive list view
## 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.
***
## 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 (includes add-on names per service)
* **iCal Export**: Export appointments to iCal format for importing into calendar applications
***
## 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
***
## Search and filter options
### 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](mailto:john@example.com)" - finds the specific client with that email
* "0412" - finds all clients with phone numbers containing "0412"
***
### 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](/service-catalog#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
***
### 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
***
### 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
***
### 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.
***
## 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
***
## 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](/service-catalog#resource-only-services))
* Date and time
* Status
* Payment information
* Notes
The full appointment screen organises everything into tabs, in day-of-visit order:
* **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 visit.
* **Activity:** The appointment's notifications — what's planned and sent, with one-click send or resend — above the full activity log of status changes, payments and messages.
**Actions Available:**
* **Approve / Confirm** — For appointments pending approval or confirmation, a prominent button is shown in the action bar. For online bookings, this shows as "Approve Appointment"; for dashboard bookings, "Confirm Appointment". You can also approve by clicking the status badge
* Edit appointment details
* 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 — e.g. "Resend deposit request" when a deposit is owed, "Resend card request" when the booking is waiting on a saved card
* **Send reminder** — Manually send an appointment reminder to the client (available for Booked and Confirmed appointments)
***
## Understanding appointment statuses
### 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, appointments stay "Booked" until the client saves a card. Approving one yourself waives the card requirement
### 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
### Completed status
* Appointment has been finished
* Checkout has been completed
* Payment has been processed
* Sale record has been created
### Cancelled status
* Appointment has been cancelled
* May include refund information if cancellation policy applied
* Cancelled appointments remain in the system for reporting
***
## 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.
Check-in never changes the appointment's status. A checked-in appointment stays Booked or Confirmed until you check it out, and Completed still means checked out and paid. Check-in is a separate, optional layer on top of the statuses above.
**How to check a client in:**
1. Open the appointment (from the Scheduler or the Appointments list)
2. Click the **Check in** button, or choose **Check in** from the appointment's **⋮** menu
3. The appointment now shows a **Waiting** badge with the arrival time
**Starting the service:**
When the client is taken through, choose **Start service** from the appointment's **⋮** menu — in the Scheduler's preview panel you can also click the status badge and pick it from there. 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:**
The same menus offer a single state-aware undo — **Undo start service** 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's 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](/settings/scheduling#scheduler-colours). If you colour by service, appointments keep their service colour and show the check-in colour as a strip along the top in the Day, 3 days and Week views
* The assigned team member gets a notification (in the notification bell, and as a push notification on their device) 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](/insights/reports) 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
A client who hasn't been checked in is simply "not arrived" — that's not a no-show. If a client misses their appointment entirely, mark it as a no-show as described below; that flow is unchanged.
***
## 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 (from the Scheduler or Appointments list)
2. Click **Cancel**
3. In the cancellation dialog, select **No show** as the reason
4. Confirm the cancellation
**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 a deposit was collected for the appointment, your cancellation policy applies as normal when marking a no-show — the deposit is retained as a cancellation fee per your policy settings.
If instead you require a **card on file** (no deposit), you can charge the late-cancellation or no-show fee to the client's saved card from the Scheduler when you mark the no-show. This needs Stripe connected and a saved card on the client's profile. See [Cancellation policy](/settings/booking-policies).
Use the no-show count on client profiles to identify clients who frequently miss appointments. Consider requiring deposits for repeat no-show clients by setting a per-service payment policy.
***
## Table columns
The appointments table displays:
* **Client**: Client name with contact information
* **Date & time**: Scheduled appointment date and time
* **Services**: List of services booked (with add-on count indicator when add-ons are selected)
* **Team Member**: Assigned team member(s). For [resource-only services](/service-catalog#resource-only-services), this column may be empty — the appointment is assigned to a resource instead
* **Status**: Current appointment status with visual badge
* **Total**: Total appointment price (includes add-on prices)
***
## 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
***
## Exporting appointments
Bella Booking provides two export formats for appointments:
### 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
* Team members
* Status
* Total
### 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 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
***
## 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
***
## 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 includes date/time, client details, services, team members, status, and totals. 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: 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.
***
## Related documentation
* [Scheduler](/scheduler) - Calendar view and appointment management
* [Payment links](/sales/payment-links) - Ask a client to pay an appointment balance online
* [Clients](/clients) - Client management and profiles
* [Settings - Online booking](/settings/online-booking) - Online booking configuration
***
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.