Appointments

The Appointments page is your studio’s command center for everything booking-related. Create and edit bookings, track status from “Upcoming” through “Completed”, filter by artist or service, and switch between a list view and a full calendar.

Looking for the online booking form instead (where clients submit requests)? See Booking Requests.

List View vs Calendar View

The Appointments page opens in List view by default. A tab control at the top lets you switch to Calendar view when you want the visual layout. Both views show the same underlying data; they just present it differently.

• List view (default): A scrollable table of upcoming appointments with sorting and search. Best for quick lookups and mass review.
• Calendar view: A visual grid with day, week, and month views, sidebar filters, and the new event popover. Best for scheduling and seeing the shop’s day at a glance.

When you click New Appointment:

• From List view, you go to the full appointment editor page (/appointments/editor).
• From Calendar view, a quick-create modal opens directly on the calendar.

Calendar Views

In Calendar view, three tabs let you switch the layout:

Day View

• A time grid with one column per artist side by side
• Each column shows that team member’s appointments for the day at their scheduled times
• Full event cards show client name and time. Service text and a status badge appear when there’s enough room (longer appointments).
• Great for front-desk use: you can see the whole shop’s day at a glance

Week View

• A 7-day grid showing the full week
• Appointments are color-coded by artist for quick visual scanning
• Best for planning the week ahead or spotting open slots

Month View

• An overview of the full month
• Shows appointment density at a glance so you can see which weeks are loaded and which are light
• Compact event cards display only the time and client name plus a small colored dot for non-default statuses

Navigation

• Use the Prev and Next buttons to move between days, weeks, or months (depending on the active view)
• Click Today to jump back to the current date
• The date label in the top bar updates to show the current range

Mobile: The mobile app uses a month-based calendar layout. Dates with appointments show a number badge, and tapping a date reveals that day’s list. On tablets in landscape, the calendar and the appointment list sit side by side.

Sidebar and Mini Calendar

The left sidebar is where you navigate quickly and narrow down what’s on screen.

Mini Calendar

A compact month grid at the top of the sidebar. Click any date to jump straight to it in the main calendar. Handy when a client asks “can you fit me in on the 23rd?” and you want to flip over without losing your filter state.

Filter by Status

Checkboxes for Upcoming, Confirmed, Cancelled, Completed, and No-Show. Uncheck any status to hide those appointments from view. Cancelled appointments are hidden by default so the calendar stays clean, but you can turn them back on anytime.

Filter by Team

One checkbox per team member, each with their assigned color dot next to the name. Uncheck a member to hide their appointments. This is the fastest way to see a single artist’s schedule for the day or week.

Filter by Service

One checkbox per service type you’ve configured in your studio. Useful if you want to isolate just consultations, just tattoo sessions, or just touch-ups.

Time Range

Set a start and end hour to zoom the daily and weekly grids in on a specific portion of the day. If your shop runs 11am to 9pm, you can hide the dead hours and use the extra screen space.

Reset

Click the reset button to clear team, service, and time range filters and restore the default view. The Status filter (which hides Cancelled by default) is not affected by Reset and stays as you’ve set it.

Fullscreen Mode

When you want maximum calendar real estate, click the expand button in the top bar. The sidebar collapses out of the way and the calendar grid fills the full width of the page.

So you don’t lose access to your filters, the Status, Team, and Service filters reappear as dropdowns in the top bar while fullscreen is active. Click Collapse to return to the normal sidebar layout.

Appointment Status

Every appointment in Tattoo Studio Pro has a status that follows it from the moment it’s booked to the moment the session wraps up. Status is color-coded so you can read the state of your day at a glance.

Status Transitions

You can change status from the appointment popover (see below). The available buttons depend on the current state:

• From Upcoming: move to Confirmed, Cancelled, or No-Show
• From Confirmed: move to Cancelled, Completed, or No-Show
• From Cancelled or No-Show: revert back to Upcoming if the client eventually shows up or you find out they got the date wrong
• Completed is the only terminal state. The most common way to reach it is by running the client through the queue/checkout flow, which automatically marks the appointment as Completed.

Auto-Cleanup on Cancel

When you cancel an appointment, Tattoo Studio Pro automatically deletes any scheduled reminder tasks for it. That means the client won’t get a reminder SMS for a session that’s no longer happening, and you don’t have to hunt down pending messages in Settings to clean them up.

Queue Completion Auto-Confirms

When you run a client through the queue or checkout flow and finish the session, the appointment’s status flips to Completed automatically. You don’t have to remember to update it separately.

Status on Client Profiles

The status badge also shows up in the appointments table on each client’s profile page, so you can see their full history at a glance. Clients with one or more no-shows get a small red count badge in their profile header so you can catch repeat offenders.

Deposit Status

If you’ve enabled Online Deposits in Settings > Payments (new in v4.2), appointments that are waiting on a deposit payment show an amber Awaiting Deposit badge on the calendar. The moment the deposit clears through Stripe, the badge automatically flips to green Confirmed and the deposit amount is logged against the client.

This means you can tell at a glance which clients have paid to lock in their slot and which are still pending, without having to check Stripe or dig into individual appointments.

Event Popover

Click (or tap) any appointment card on the calendar to open a popover with the full details. This is the main way you interact with existing bookings on Web.

The popover shows:

• Client name
• Assigned artist
• Time range and duration (the date is implicit from the calendar cell you clicked)
• Service type
• Notes
• Status badge in the top-right corner

Status change buttons appear based on valid transitions from the current state. For example, an Upcoming appointment will show Confirmed, Cancelled, Completed, and No-Show as one-click options.

Action buttons:

• Edit: opens the full appointment editor so you can change date, time, service, or any other field
• Client: opens the Customer Profile Sidebar (see below) without leaving the calendar
• Delete: removes the appointment entirely (with a confirmation step)

Customer Profile Sidebar

One of the best parts of the new calendar: you can pull up everything you need to know about a client without leaving the calendar view.

Click the Client button in the appointment popover and a slide-out sidebar opens from the right showing:

• Customer info and contact details (name, phone, email)
• Upcoming and past appointments
• Attachments (reference photos, ID scans, consent forms)
• Notes

This is perfect for the moment right before a session when you want to review a client’s history, allergies, or design references. When you do need the full profile page (for editing, adding photos, or running a detailed search), click View Full Profile at the bottom of the sidebar.

Collision Detection

If you try to book a second appointment that overlaps an existing one for the same artist on the same day, the calendar shows a collision warning. It’s advisory, not blocking, so you can still save the appointment if the overlap is intentional (for example, a quick consultation running alongside a longer tattoo session).

Think of it as a safety net to catch accidental double-bookings, not a hard rule. The warning just gives you a chance to double-check before you commit.

When two appointments do overlap on the same day, day and week views render them side by side in their own lanes so neither one disappears behind the other. You can see both bookings at the same time without juggling status badges.

Business Hours and Artist Availability

The calendar reflects your studio’s business hours, and the booking flow respects each artist’s individual availability so the shop’s open/close pattern is visible at a glance and off-hours bookings get a confirmation prompt.

• Studio off-hours overlay: Day and week views dim the hours your studio is closed. Closed days (for example, Sunday and Monday) render a single full-grid band with a “Closed” label. Month view shows a small “Closed” badge next to closed-day numbers. Per-artist hours don’t currently render their own band on the calendar; they show up through the soft-warn and the public booking form (see below).
• Soft-warn on bookings: If you book an appointment that starts before open, ends after close, lands on a closed day, or falls outside the assigned artist’s working hours, a confirmation fires before the appointment saves. When more than one rule is violated, you get one combined modal listing every reason rather than chained prompts. Click Book anyway to override.
• Cross-midnight detection: A same-date booking that runs past midnight (legitimate or a typo, like 22:00 to 06:00) triggers a confirmation so the off-hours math doesn’t silently green-light it.

The same soft-warn behavior fires from the calendar quick-create modal, the legacy appointment editor, and the request-conversion modal in the inbox.

To set studio hours and per-artist hours, see Business Hours.

Creating an Appointment

On Web

1. Click the New Appointment button in the top bar
2. You’ll be taken to the appointment editor (/appointments/editor)
3. Fill in the appointment details (see fields below)
4. Save the appointment

You can also create an appointment directly from a client profile, which pre-fills the client field for you.

On Mobile

1. Select the date on the calendar
2. Tap the New button
3. Fill in the details and save

Appointment Editor Fields

The editor has these fields:

There is no separate Duration field, no Estimated Price field, and no manual Deposit-amount input on the editor. Deposits are handled either through the Collect Deposit button (which pushes you into the Stripe checkout flow) or through Online Deposits, which generates a payment link for the client to pay themselves.

New appointments are automatically created with a status of Upcoming.

Deposits on Appointments

The editor has a Collect Deposit button that opens the in-person Stripe checkout flow so you can take a deposit at the counter. Beyond that, deposits are best handled through Online Deposits.

When Online Deposits are enabled in Settings > Payments, every new appointment automatically gets a hosted Stripe payment link the client can pay themselves. The calendar shows an amber “Awaiting Deposit” badge until they pay, then flips to green “Confirmed” automatically.

Deposits are applied automatically at checkout, reducing the balance due. See Online Deposits for the full setup walkthrough.

Booking Confirmation SMS

When you save a new appointment, Tattoo Studio Pro sends an automated booking confirmation text to the client (if you have it enabled in Settings > Message Editor). The template is fully customizable, and you can insert a DEPOSIT_LINK variable if you want the text to include the deposit payment link.

To skip the confirmation for a specific booking, uncheck Send SMS in the appointment editor before saving.

Reminder Messages

You can configure up to five reminder messages per appointment (for example, one month before, one week before, one day before) in Settings > Message Editor under the Reminder Messages tab. See Messages and Reminders for the full setup.

To include a check-in link in reminders, add {APPOINTMENT_CHECKIN_URL} to your reminder template. See Check-In Links.

Editing an Appointment

1. Click the appointment card on the calendar to open the popover
2. Click Edit
3. Modify any fields in the editor
4. Save changes

Editable fields include date, time, team member, service type, client info, and notes.

Deleting an Appointment

1. Click the appointment card to open the popover
2. Click Delete
3. Confirm deletion in the modal

Warning: Deleted appointments cannot be recovered. In most cases, you should cancel rather than delete. Cancelling preserves the record (useful for client history and no-show tracking), and it also automatically cleans up any scheduled reminder SMS tasks so the client doesn’t get messaged about a session that isn’t happening.

Appointment Requests (Inbox)

The Appointments Inbox is a separate area from the calendar where you manage appointment requests that clients submit through your online booking form. Requests don’t appear on the calendar until you review and book them.

See Booking Requests for full details on reviewing, booking, declining, and modifying requests.

Common Workflows

Scheduling a New Appointment

1. Navigate to the desired date using the mini calendar or Prev/Next buttons
2. Click New Appointment
3. Search for or create the client
4. Select the team member, service, date, and time
5. Add any relevant notes (design references, placement, allergies)
6. Save the appointment

Viewing a Single Artist’s Schedule

1. In the sidebar, uncheck every team member except the one you want
2. The calendar updates immediately
3. Switch to Daily view to see their full day column, or Weekly for the full week
4. Click the reset button when you’re done to restore all filters

Marking an Appointment Complete

You have two options here:

• Manual: click the appointment, then click Completed in the popover status buttons
• Automatic: run the client through the queue / checkout flow, and the status flips to Completed when the checkout finishes

Handling a No-Show

1. Click the appointment card
2. Click No-Show in the popover
3. If the client later calls to say they got the date wrong, click the appointment again and revert to Upcoming

The no-show count on the client’s profile will update automatically.

Rescheduling an Appointment

1. Click the appointment card to open the popover
2. Click Edit
3. Change the date and time
4. Save

Checking Today’s Schedule at a Glance

1. Click Today in the top bar
2. Switch to Daily view to see a column per artist
3. Use the Time Range filter to focus on the hours you actually work
4. Click any card to see details or open the client sidebar

Troubleshooting

Appointments not showing on the calendar

• Check your filters. Cancelled appointments are hidden by default, and team, service, or status filters may be hiding others. Click the reset button in the sidebar to clear everything
• Confirm you’re on the correct date range (click Today to snap back)
• Refresh the page
• Verify the appointment actually saved successfully

Can’t create an appointment

• Check your subscription status
• Verify your user role has permission to create appointments
• Ensure at least one team member is set up
• Check that services are configured in Settings > Services

Status buttons missing in the popover

• Completed and Cancelled are terminal states, so they won’t show further buttons
• No-Show appointments only show a revert-to-Upcoming option

Collision warning on an intentional overlap

• The warning is advisory. Save the appointment anyway, it won’t block you

Calendar not loading

• Check your internet connection
• Refresh the page
• Clear browser cache
• Try a different browser
• Contact support if the issue persists

Best Practices

1. Use status consistently. Update status as appointments progress so your records stay accurate and your no-show counts are meaningful
2. Cancel, don’t delete. Cancelling preserves the record, stops reminders automatically, and keeps client history intact
3. Use filters on busy days. Narrowing down by artist or service reduces visual noise on a packed calendar
4. Add notes. Keep design references, placement, size, and allergies in the appointment notes so artists have everything in one place
5. Check the client sidebar before sessions. Review history and notes without leaving the calendar
6. Leave buffer time. Set realistic durations so you have time between appointments for setup and cleanup

Related Docs

• Business Hours: studio hours, per-artist availability, and how the calendar treats off-hours bookings
• Booking Requests: managing online appointment requests
• Clients: client profiles and appointment history
• Payments and Checkout: processing payment at checkout (and auto-completing appointments)
• Messages and Reminders: booking confirmations and reminder message sequences
• Check-In Links: client check-in links for appointments