Manage & check out an appointment
Once an appointment exists, its details window is where you run the whole visit - check the client in, edit or reschedule, take payment, sell products, and finish up. This guide covers every part, with extra detail on payments and retail sales.
- 1
Open the appointment
On the Daily Schedule, click any appointment block to open Appointment Details. The top shows a status badge and, once a payment exists, a payment badge - Unpaid, Deposit Paid, Partially Paid, Paid, Overpaid, or Refunded. Appointment Details
- 2
Check the client in and update status
Open the "..." menu (Change Status) at the top. Choose Mark as In Progress when the client arrives, and Mark as Completed when the service is finished. Owners and managers also see Mark as Confirmed, and Mark as No Show is there for clients who do not turn up. Change Status
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Finish early if needed
If you mark a visit completed before its booked end time, JaaTime asks whether to update the end time to now - which frees the slot for new bookings - or keep the original end time.
- 4
Edit, reschedule, or cancel
Tap Edit Appointment. In edit mode you can change the Date and Start Time (this is how you reschedule), the Duration, the Service and its options, and the Staff. To cancel, set the Status to Canceled by Client or Canceled by Business. There are no separate reschedule or cancel buttons - everything lives inside Edit. Edit Appointment
- 5
Tell the client about changes
When you edit, a Changes detected panel appears. Tick Send SMS notification to client about these changes, optionally pick a reason, then tap Save Changes to apply and notify. Save Changes
- 6
Open the Payment section
Scroll down to Payment. It shows the total for the visit, any discount (an Original Price line plus a Discount line), and the outstanding balance still owed.
- 7
Record a payment
Tap Record Payment, enter the Amount, and choose a Payment Method - Cash, PromptPay, Bank Transfer, Credit/Debit Card, Mobile Banking, E-Wallet, Gift Card, or Other. Record Payment
- 8
Attach proof and send a receipt
Tap Add details to set the date and time, upload Payment Proof (a PromptPay screenshot or bank receipt is recommended), and record who received the money. Tick Send e-receipt to client to email them a receipt. Add details
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Handle overpayment and tips
If the client pays more than they owe, JaaTime lets you classify the extra amount - either as a tip (and you choose which staff member it goes to) or as extra business income.
- 10
Record a refund
To return money, open the payment form and tap Record a refund instead. If a gift card was used on the visit, you can choose where the refund goes - cash/bank, back to the gift card, or split between both. Record a refund instead
- 11
Use wallet credit or a gift card
If the client has store credit, tap Use Wallet Balance to apply it. To redeem a gift card, tap Pay with Gift Card, then scan its QR code or type the code and apply an amount. Pay with Gift Card
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Sell retail products
Open Retail Sales, then tap Add Retail Sale to attach products from your Warehouse that the client bought during the visit. Each item is listed under the appointment and added to the total. Add Retail Sale
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Notes, client profile, and intake forms
Read or edit the visit Notes at any time. Click the client card to open their full profile, and if intake forms are enabled for the service they appear here too.
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Delete the appointment
The top "..." menu also has Delete Appointment. Whether you can use it depends on your role's permissions. Delete Appointment