Create an appointment

The New Appointment form is where you book a client into your calendar by hand - for walk-ins, phone bookings, or anyone you are scheduling on their behalf. This guide walks through every field so nothing is left to guesswork. No payment is taken here; you handle money later from the appointment itself.

1. 1

   Open the New Appointment form

   On the Daily Schedule, click an empty spot inside a staff member's column - the staff member and start time are filled in for you automatically. You can also click Add Appointment at the top to start from a blank form. Bookings you create here never ask the client for OTP or verification. Add Appointment

2. 2

   Enter the client

   Type the client's Phone Number first. If they have booked before, an Existing client found card appears - tap Use Name to pull in their saved details. To record an anonymous walk-in, simply leave both the name and phone blank. Use Name

3. 3

   Choose a service

   Under Service Details, tap Select Service and pick from your list. The price is shown beside each service so you can confirm you have chosen the right one. Select Service

4. 4

   Add options or add-ons

   If the service offers options (for example a longer session or an add-on), choose them under Select Options. Each option shows how it changes the price and the time, and an impact box breaks down the Base price, Options adjustment, and Total.

5. 5

   Add more services to the same visit

   Tap Add another service to stack several services into one visit. JaaTime schedules them back-to-back and automatically inserts each service's built-in pause between them. Note: a service that needs multiple staff at once cannot be combined with other services. Add another service

6. 6

   Fine-tune the duration

   Each service has a Duration (minutes) field you can override if this client needs more or less time than usual. Tap Reset to return to the service's default duration. Duration (minutes)

7. 7

   Assign the staff

   Pick the specific person who will do the service, or choose Any Available Staff to let JaaTime allocate anyone free (single-service visits only - multi-service bookings need a named person). A service that requires a team shows one slot per person, labelled Staff Member 1, Staff Member 2, and so on. Any Available Staff

8. 8

   Set the date and time

   Choose the Date and the Start Time (entered in 24-hour format). The time options only offer slots that fit that day's staff shifts, and a summary shows the total duration and estimated end time. A booking cannot run past midnight.

9. 9

   Redeem a package (if available)

   If the matched client owns a package that covers the chosen service, a Use Package selector appears. Pick it to draw this visit from their package instead of charging them again. Use Package

10. 10

    Set the status

    New bookings start as Pending. If you want to accept the appointment straight away, switch the status to Confirmed. (These status names always appear in English.)

11. 11

    Add notes and an SMS reminder

    Add any Notes about the visit (up to 500 characters). Tick Send SMS reminder to client to send an instant confirmation plus reminders 24 hours and 1 hour before the appointment - this needs a phone number on file. Send SMS reminder to client

12. 12

    Create the appointment

    Tap Create Appointment. The booking appears on the calendar immediately, and JaaTime checks staff availability and warns you of any clashes before saving. Create Appointment