Quick booking form
Updated on Thursday 15 October 2026
Every field in the quick form that opens when you click or drag a calendar slot — and what it doesn't include.
The quick form is the popup that opens when you create a booking or a blocked time straight from the calendar (not from the client’s public link). It’s the main tool for entering what arrives by phone, by WhatsApp or through the door.
How to open it
| Action | Result |
|---|---|
| Click an empty slot | Opens the popup with that start time. The end time comes from the service you pick. |
| Drag across a range of slots | Opens the popup with the start and end of the range you dragged (it snaps to 15 minutes). |
| “New booking” button (top right of the calendar) | Does not open the popup: it takes you to the full form on its own page, with the date already set. |
Double-clicking does nothing a single click doesn’t. On a phone, dragging doesn’t work with a finger: tap the slot and adjust the time inside the form.
Type selector
Two tabs sit at the top left of the popup:
| Tab | When to use it |
|---|---|
| Booking | An appointment with a client. |
| Block | Covering time you don’t work (lunch, doctor, training). |
Switching tabs keeps the time range. This guide covers Booking; for blocks see Blocking time.
Header: date, time and duration
- Date: the one from the slot you tapped. Editable with the picker.
- Start time: the slot’s time. Editable, typed as
HH:MM. - End time: not editable. The system works it out from the duration of the services you picked plus the time before and time after each one carries. The total in minutes appears next to it.
- The location name shows underneath.
Until you pick a service, the end time reads “Pick a service to see the end time”.
Booking fields
Client
| Option | How |
|---|---|
| Existing client | Type a name, email or phone in the search box (“Search by name, email or phone…”) and pick them from the list. |
| New client | Open “New client? Create with basic info” and fill in the fields. |
New-client fields:
| Field | Required |
|---|---|
| First name | Yes |
| Last name | No |
| No (but with no email they get no email notifications at all) | |
| Phone / WhatsApp | No (with a country picker) |
If the WhatsApp number you enter already belongs to one of your clients with the same first and last name, the booking is added to that client instead of creating a duplicate. A different name on the same number is a different person (a mother and her children often share a phone) and gets a client record of their own. If you leave the last name blank, a matching first name is enough. The email alone never decides: it only finds someone with the same name who has no number on file yet.
If the client you pick, or their WhatsApp number, is blocked by the business, the form says so (“This client (or their WhatsApp number) is blocked by the business: …”) and only lets you create the booking if you tick “Book anyway (recorded on the booking)”.
A client is required: there is no “no client” option. To block time for yourself, use a block.
Services
A checkbox list of every service that can be done at that time, with its duration and price. You can tick several: the durations add up and the end time recalculates on its own.
The list only shows services somebody can actually deliver in that slot. If it says “No services available at this slot”, try another time or a shorter duration.
Professional
Buttons with the photo or colour of each professional available at that time for the ticked services, plus “Anyone” (the system picks among whoever is free).
If the calendar was filtered to one professional, or you tapped a slot in their column, they come preselected.
Notes (optional)
This is the same “Client notes” field the client fills in when booking online, and it shows on the booking in the admin panel and in the professional’s own calendar.
For anything only the team should see, use the booking’s Internal notes: once it’s created, open the booking (or tap it on the calendar) and add the note with Add note. Each note keeps its date and author, and the client never sees them.
For notes about the person that should survive between visits (“allergic to salicylic acid”, “brings her son”), use the Notes field on the client’s record under Clients — that stays with the client instead of with one appointment.
Initial status
Two options: Pending or Confirmed. It arrives on Confirmed, and the system remembers your last choice for the session.
Bookings you create don’t go through the business’s confirmation mode or through deposit collection: deposit mode applies to the public link.
What the quick form doesn’t have
None of this exists in the quick form yet. If you need one of them, here’s how it’s handled today:
| What’s missing | What you do instead |
|---|---|
| “Notify the client by email” checkbox | There’s no choice: creating the booking always sends the email if the client has an address. To keep it quiet, save the client without an email address. |
| Discount-code field | Codes (a module, Discount codes) only apply on the public link, not in the panel. For a manual discount, settle the difference outside the app. |
| Deposit / payment-received section | The form records no payments. Online payments come in through the client’s payment link; cash or transfers are handled outside the app. |
| “Create and add another” button | After saving you get “View booking” and “Close and reload”. To enter several in a row, close and tap the next slot. |
Actions
| Button | Action |
|---|---|
| Create booking | Saves the booking. It stays disabled while no service is ticked or no professional is available. |
| Cancel | Closes the popup without saving. The “×” in the header and the Esc key close it too. |
| Open full form | Switches to the full-page form, with the availability calendar and everything you’d already filled in. |
After saving, the popup shows the confirmation with the booking code and two buttons: View booking and Close and reload.
Warnings and errors
The form shows an amber notice at the top when the chosen time doesn’t work, a red one when saving fails, and a message next to the field itself when the problem is the services or the professionals:
| Message | What it means |
|---|---|
| “The location is closed at this time.” | The location doesn’t open at that hour on that day. |
| “[name] doesn’t work at this time.” | The professional is outside their working hours. |
| “[name] isn’t available at this time.” | They already have a booking or a block there. |
| “[name] has a booking at [location] at this time.” | They’re busy at another location of the business. |
| “No services available at this slot.” | No service fits that slot with the people available. |
| “No professionals available for this combination.” | Nobody performs all the ticked services at that hour. |
| “Choose at least one service.” | You saved without ticking any service. |
| ““Service” is booked online … You’re booking outside those times.” | Only with the Fixed start times per service module: that service has online booking times and you picked another. It’s a warning: from the panel you can still create the booking. |
| “Complete the client details.” | You neither picked a client nor entered at least a first name for a new one. |
Block mode (differences)
Switching to the Block tab changes the whole form:
| Field | Behaviour |
|---|---|
| Client and services | Don’t apply (they’re not shown). |
| What to block | Whole business / Specific locations / Specific members. |
| Reason | Free text, optional (“Lunch, holidays, training…”). |
| From / To | Start and end date and time. It can span several days. |
| Repeat | Only with the Recurring blocks module, which we switch on by request from More features: every day, week, month or year, with or without an end. Without the module it doesn’t appear, and a fixed weekly break is set up in the professional’s working hours. |
Editing an existing block adds a Delete button. If the block belongs to a repeat, both saving and deleting ask whether it applies to only that date or to that one and the following.
Permissions
| Role | Access to the quick form |
|---|---|
| Owner | Bookings and blocks, no restrictions. |
| Admin | Bookings and blocks, no restrictions. |
| Manager | Bookings and blocks, no restrictions. |
| Professional | No access to the admin calendar. From My calendar they create bookings and blocks, always for themselves, and with no repeat. They can’t book a blocked client. |
Common problems
| Symptom | Cause | Fix |
|---|---|---|
| The “Create booking” button is greyed out | No service ticked, or no professional left available | Tick a service; if the professional list came up empty, try another time |
| The service isn’t in the list | It’s inactive, or no professional available at that hour performs it | Activate the service and check which professionals it’s assigned to |
| I can’t find the client in the search box | They belong to another business, or were never saved | Add them as a new client from the same form |
| I entered a new client and it merged into an existing one | The number and the name (or the email and the name) matched one of your clients | That’s deliberate: same number and same name is the same person. If it isn’t, fix the name under Clients |
| I entered the same person and got a duplicate | The name didn’t exactly match the one on file (a nickname, a typo) | Merge the two cards under Clients |
| The end time doesn’t move | You haven’t ticked a service yet | The end time is only calculated once there’s at least one service |