Wix Bookings: Manually Scheduling Bookings for Clients Using the Wix App
11 min
In this article
- Manually scheduling an appointment for a client
- Scheduling multi-service appointments for a client
- Scheduling conflicts when manually scheduling an appointment
- Manually adding a client to a class or course session
- FAQs
Need to book a service on behalf of a client? The Wix app makes it quick and easy to book appointments, classes, or courses for clients while you're on the go, providing a smooth and professional client experience.
Manually scheduling an appointment for a client
Book clients in for appointments while you're on the go, using the Wix app. This is a great way to offer clients the best experience possible when you meet them in person or are speaking to them over the phone.
Wix app
Wix Studio app
- Go to your site in the Wix app.
- Tap Manage
at the bottom. - Tap Booking Calendar.
- Tap Calendar.
- Tap the Add icon
.
Tip: If using the Day, 3 day, Weekly, or Staff views on your calendar, you can tap and hold any empty slot to start creating an appointment. - Tap Appointment.
- Tap to select an existing client or tap + Add New Contact to add a new one.
- Select the appointment.
- Set the relevant details:
- Client: Tap Change to update or select a different client.
- Date: Choose when the appointment takes place.
- Repeats: Set how often the appointment recurs and for how long (e.g. weekly for 3 weeks). Select Doesn’t repeat if it's a one-time appointment.
- Location: Specify where the appointment takes place.
- Service: Tap Change to update or select a new service.
- Session start time and Duration: Set the session time and length.
- Staff member: Assign a staff member.
Note: A notification will appear if there are scheduling conflicts. You can continue scheduling or tap Show free time slots to choose a different time. - Price: Edit the price to a custom price or free pricing if needed.
- Add note to self: Include booking notes for you or staff (e.g. "client might be 10 minutes late").
- Notify client with an email: Tap the checkbox to send your client an email with the details.
- Tap Book.
Note: For repeat appointments, tap Continue to review your sessions. Then tap Book to confirm. - Tap to choose what you want to do:
- Book without charging: Collect payment from the client later.
- Go to checkout: Apply discounts, tips, or add more adjustments and charge for the booking using mobile POS.
- Charge with invoice: Send your client an invoice.
- Mark as paid: Mark the appointment as paid. This is useful if the client wants to pay with cash before the session.
Want to rebook the same client?
Select a past appointment in your booking calendar. Then tap Book Again, enter the details, and tap Book to confirm the new appointment.
Scheduling multi-service appointments for a client
You can also schedule multi-service appointments for clients. This is useful when you offer services that complement each other, such as hair, nails and make up treatments.
Important:
Multi-service appointments are not available for recurring sessions.
Wix app
Wix Studio app
- Go to your site in the Wix app.
- Tap Manage at the bottom.
- Tap Booking Calendar.
- Tap Calendar.
- Tap the Add icon .
Tip: If using the Day, 3 day, Weekly, or Staff views on your calendar, you can tap and hold any empty slot to start creating an appointment. - Tap Appointment.
- Tap to select an existing client, or tap + Add New Contact to add a new one.
- Tap the relevant appointment.
- Add the appointment details, including the date, time, duration, location, staff member, etc.
- Tap + Add Another Service.
Note: A notification will appear if there are scheduling conflicts. You can continue scheduling or tap Show free time slots to choose a different time. - Tap to select the relevant appointment.
- (Optional) Add the session details, including the date, time, duration, location, staff member, etc.
- Tap Continue.
- (Optional) Select the Notify client with an email checkbox to send your client an email with the details.
- Repeat as necessary and tap Book to go to checkout.
- Tap to choose what you want to do:
- Book without charging: Collect payment from the client later.
- Go to checkout: Apply discounts, tips, or add more adjustments and charge for the booking using mobile POS.
- Charge with invoice: Send your client an invoice.
- Mark as paid: Mark the multi-service appointment as paid. This is useful if the client wants to pay with cash before the session.
Want to rebook the same client?
Select a past multi-service appointment in your booking calendar, tap Book Again, enter the details, and tap Book to confirm the new appointment.
Scheduling conflicts when manually scheduling an appointment
When manually creating an appointment for a client, you may encounter scheduling conflicts. This can happen in a few different ways:
- When the staff member is busy
- The slot is outside the staff member's working hours
- The chosen staff member does not provide the service.
- The appointment is plan-only and the client doesn't have any active plans at the moment.
You can still override the conflict and book the service anyway. Make sure to let your staff members know in advance if you choose to do so.
Manually adding a client to a class or course session
Add clients to your classes or courses from your phone, using the Wix app. This works well when meeting clients in person or chatting to them online or over the phone. You can also make group bookings for classes and courses on a client's behalf.
Wix app
Wix Studio app
- Go to your site in the Wix app.
- Tap Manage at the bottom.
- Tap Booking Calendar.
- Tap Calendar.
- Tap the relevant class or course session.
- Tap Manage Participants.
- Tap the Add Participant icon
at the top right. - Select an existing client, or tap + Add New Contact to add a new client.
- Edit the following details as needed:
- Group Of: Adjust the number if it’s a group booking.
- Payment: Select how this participant will pay:
- Use client's plan: Redeem the session from your client's membership plan or package as soon as you schedule it.
- Use client's plan later: Redeem this session from your client's membership plan or package at a later date from the Manage Participants section of the booking calendar, or the Orders page on your site dashboard.
- Collect payment later: Charge your client for this session at a later date from the Manage Participants section of the booking calendar or the Orders page on your site dashboard.
- Charge with invoice: Send your client an invoice.
- Mark as paid: Mark the session as 'Paid'. Choose this option if your client pays you in cash or check in person.
Note: You cannot undo this action.
- Notify participant with email: Tap the checkbox to send your client an email with the details.
- Mark as checked in: Tap the checkbox to mark your client as checked in for the session.
- Tap Add Participant.
FAQs
Click a question below to learn more.
How can I reschedule a booked appointment?
at the top left and tap Edit this session. From there, you can update the date, time, and other details as needed.Can I sync my booking calendar with other calendars?
What if a client requests a specific staff member?
What should I do if there are scheduling conflicts?
How do I collect payment for a class or course after manually adding a client to it?
