Wix Bookings: Managing Clients with Appointments Through your Booking Calendar

15 min read

In your booking 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 booking calendar. Keeping track of attendance can help you make decisions about how you offer appointments.

Dashboard

Wix app

Wix Studio app

Go to Booking Calendar in your site's dashboard.
Click the relevant appointment in your calendar.
Click the Booked 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. If relevant, you can apply a no-show fee to charge for the missed session.
  Note: This option is only available for classes that include cancellation and no-show fees in their booking policy.

A screenshot showing where to mark attendance and charge no-show fee on the desktop.

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.

Dashboard

Wix app

Wix Studio app

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 pay link: Create a pay link and send it to your client.
- Charge card manually: 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.

A screenshot showing where you click collect payment for a client's appointment and all the options to charge them.

Issuing refunds for appointments

Depending on your payment provider, you can issue full refunds while canceling an appointment in the bookings calendar.

Charging a cancellation fee?

Charge the cancellation fee first. Then, go to the Order page to process the refund for the paid session.

Dashboard

Wix app

Wix Studio app

Go to Booking Calendar in your site's dashboard.
Click the appointment you want to cancel.
Click the More Actions icon at the bottom of the pop-up and select Cancel appointment.
Follow the steps below depending on the type of session you are cancelling:

Individually paid sessions (without cancellation fees)

Individually paid sessions (with cancellation fees)

Sessions paid using a plan

Managing clients' details

Click on any appointment in the Booking Calendar and select the client to view their contact card. Here, you can see their previous bookings, store important documents they shared and save notes about your client. You can also chat to your clients and send them service links or coupons.

Dashboard

Wix app

Wix Studio app

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.
Choose what you want to do:
- Click the Edit icon to edit the client's contact info (e.g. email, phone number, address).
- Click the Overview tab to manage your client's appointments and details, such as updating their contact information, add a label to help organize contacts, link the contact to a workflow, and more.
  Note: You might see different options depending on the Wix features you use.
- Click Inbox tab to see your contact's activity history, and you can send a chat message, email, and SMS to your contact.