Wix Bookings: Managing Appointment Clients
3 min read
Using the Bookings calendar, you can keep track of who pays and who attends an appointment at your business. You can also cancel sessions and issue refunds when necessary.
In this article, learn more about:
Marking attendance
Mark attendance and no-shows at your appointments within the Bookings calendar. Keeping track of attendance can help you make decisions about how you offer your appointments.
To mark attendance at your appointments:
- Go to Booking Calendar in your site's dashboard.
- Click the relevant appointment in your calendar.
- Click the attendance drop-down and select the relevant option:
- Booked: The client who booked the appointment hasn't arrived yet.
- Checked-In: The client has arrived at the appointment and checked in.
- No-Show: The client didn't arrive for their appointment.
Updating payment status
When you receive payment from clients, you can change their payment status. If the client pays a deposit online and the rest in person, you can follow the same steps to mark the session as paid.
To mark an appointment as paid:
- Go to Booking Calendar in your site's dashboard.
- Click the relevant appointment in your calendar.
- Click the Collect Payment drop-down.
- Choose what you want to do:
- Charge with credit card: Charge a client's credit card manually.
Note: Make sure you connect a payment provider that supports credit card payments. - Charge with invoice: Charge a client through an invoice.
- Mark as paid: Select this option if the client pays you in person.
Note: This action cannot be undone.
- Charge with credit card: Charge a client's credit card manually.
Issuing refunds for appointments
Depending on your payment provider, you can issue full refunds while canceling an appointment in the Bookings Calendar.
To issue refunds for your appointments:
- Go to Booking Calendar in your site's dashboard.
- Click the relevant appointment in your calendar.
- Click Cancel Session.
- Select the Issue refund checkbox.
- Click Cancel Session.
- (Optional) Select the Send cancelation email checkbox to let your client know you canceled the appointment.
- Click Confirm Refund.
- (Optional) Select the Send refund email checkbox to let the client know you issued a full refund.
Tip:
You can also issue partial refunds for appointments by going to the relevant appointment in your Orders tab.
Managing clients' details
Click on any appointment client in the Booking Calendar to view their contact card. Here, you can see their previous bookings, store important documents they shared and save notes with info about them. You can also chat to your client and send them service links or coupons.
To manage your appointment clients' details:
- Go to Booking Calendar in your site's dashboard.
- Click the relevant appointment in your calendar.
- Click the name of your client to open their contact card.
- Manage your client's information using the options available, for example:
- Update their contact information.
- Add a label to help organize contacts.
- Click Attach File to link an attachment to this contact, such as a medical waiver.
- Click See All Bookings to see the client's complete booking history with you.
- Click Add task to remind yourself to follow up with this client or add a note with extra information about the client.
- Link the contact to a workflow.
- Start a chat and offer clients different kinds of coupons or share a service to make it easy for the client to book.
- Create an invoice.
- Create a price quote.
- Book a new Appointment for the client.
Note: You might see more options depending on the Wix features you use.
Tip:
Learn more about viewing and editing your clients' information.
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