Wix Bookings: Manually Scheduling an Appointment

4 min read

You can manually schedule appointments to your Booking Calendar at any time. This is useful for booking clients in for follow-up appointments, for example, right after a session.

Screenshot showing how to manually create an appointment for a client.

Notes:

It is not possible to book appointments for two different customers using the same email address.
The steps below are for manually creating a single service appointment for your clients. You can now also create multiple service appointments for your clients following these steps.

To manually add an appointment:

Go to Booking Calendar in your site's dashboard.
Click Add, or select a time slot on the calendar.
Select Appointment.
Enter the client details.
Click to select the relevant service.
Enter the date, arrival time and location for the service.
(Optional) Click to select the Repeats checkbox if you want to create a recurring appointment:
1. Select how frequently the recurring appointments take place from the Repeats drop-down.
2. Select the number of times the appointments repeat from the For drop-down.
Click the relevant option to choose what you want to do:

Book

Book & Collect Payment

Choose this option if you want to take payment immediately or if you want to send an invoice right away.

To collect payment:

Choose the relevant option from the Collect Payment drop-down on the Orders page:

Charge with pay link: Choose this option to create a payment link you can send to your client. Then fill out the details:
1. Link name: Enter a name for your pay link.
2. Price: Enter the amount of money your pay link will charge your customer.
3. Description: Enter a description for your pay link. This should clearly summarize the reason for payment.
4. Open Settings: Click to expand the setting panel. Then choose what you want to do:
  1. Set an expiration date: This defines how long the pay link remains active for.
    1. Click to enable the Set an expiration date toggle.
    2. Click to set the expiration date.
  2. Limit the number of payments: Set how many payments you want to receive through this payment link.
    1. Click to enable the Limit the number of payments toggle.
    2. Enter the relevant number of payments.
5. Click Create Link.
Charge card manually: Choose this option if the client wants you to charge their credit card manually.
1. Enter the client's credit card details, including their Zip or postal code.
2. (Optional) Click to select the charge custom amount checkbox. This is useful if your client wants to make partial payments.
  1. Enter the amount you want to charge.
    Note: The remaining balance appears next to Amount due.
3. (Optional) Click to select the Save this card to the customer's file checkbox.
  Important: Make sure you get your client's consent before saving their credit card details.
4. Click Charge.
Charge with invoice: Choose this option to send your client an invoice for the order.
1. Click Create Invoice.
2. Choose what you want to do next:
  - Print: Print out the invoice if your client requires a physical copy.
  - Share Link: Create a shareable link that you can send via email, social media or messenger app.
    1. Click to create a link to the invoice.
    2. Click Copy Link.
    3. Click Done.
      Note: when you create the link to the invoice, it automatically marks the invoice as Sent.
  - Send via Email: Send the client their invoice via email.
    1. Click to edit the subject line.
    2. Click to edit the message you send in the email.
    3. Click Send.
Mark as paid: Choose this option to mark the order as paid.
1. Click Mark as Paid to confirm.
  Note: You cannot undo this action.
2. (Optional) Click the Mark a custom amount as paid checkbox to allow for partial payments.
  1. Enter the partial payment in the field.
  2. Click Mark [amount] as paid.
    Note: You cannot undo this action.

Tips:

A notification appears if:
- You are scheduling the appointment outside working hours.
- You haven't assigned a staff member to the service.
- There’s another appointment booked at that time.

You can still go ahead with the booking; this is just to help prevent double bookings. If you’re booking a recurring session, any conflicts appear on the schedule summary page.
A screenshot showing a scheduling conflict when creating an appointment for a client.

A screenshot showing a scheduling conflict when creating an appointment for a client.

To schedule a similar session for the same client, select the relevant appointment on the calendar, then click Book Again. Fill in the appointment details to finalize the new booking.

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