Manage customer appointments

Open Appointments → Appointments and choose Today, Upcoming, Past or Cancelled. Each row shows the time, customer, service and staff member; Past also shows whether it was marked completed or a no-show. Select the customer's name to open their Contact.

Open a booking to see its customer with their email address and phone number, the service with its length, location and price, the staff member, any required resource, its status and when it was booked. Internal notes are seen by team members with access to Appointments, never by the customer; click them to change them.

Add an appointment

Use New appointment for a phone or walk-in booking. Choose a service, staff member, date and start time, then enter the customer's name and email address, and optionally their phone number and internal notes. You can do this before the booking page is published.

The time has to be one the booking page would offer for that staff member: inside their weekly hours, on one of the Start times, after the Minimum notice and within the Maximum range in Appointment settings, and free. Otherwise Magpie says the time is no longer available.

What a booking adds

Each booking, by a customer or by you:

• adds an event to the staff member's Calendar in Personal or the team, named after the service and the customer;
• links the customer to the Contact with the same email address, or adds a new Contact;
• reserves the service's required Resource Booking resource, if it has one;
• emails the customer a confirmation with a link to view, reschedule or cancel.

The Calendar event and the resource reservation cannot be changed or deleted on their own; reschedule or cancel the appointment so all three stay together. Appointment activity also appears in the linked Contact's history; see Keep notes and follow-ups on a contact.

Reschedule or cancel

Customers can cancel or reschedule from the link in their confirmation until the notice set in Appointment settings begins. Rescheduling keeps the same staff member and checks the staff Calendar and required resource again.

A team member with edit access changes an upcoming appointment from its record: Reschedule asks for the new date and start time, which has to be free for the same staff member and resource, and Cancel appointment asks to confirm. Magpie emails the customer the new time or the cancellation. Cancelling removes the Calendar event and frees the resource.

After an appointment ends, its Status row offers Completed or No-show; choosing one saves it.

In the mobile app

Open Appointments from the app's tools. The list shows bookings in the selected Personal or team context. Upcoming starts with today, including appointments that have already ended today, then lists later days. Past and Cancelled show the other bookings. Staff is set to Mine when you take appointments; choose Everyone or one staff member to change it. Times are in the booking page time zone. When your phone uses a different time zone, the list and the appointment say which zone the times are in.

Open an appointment to see its time, status, service, price, staff member, required resource, customer and internal notes. Tap the customer's email address to write to them, their phone number to call them, or their name to open the linked Contact.

A team editor can tap Internal notes to change them, mark a past booking Completed or No-show, and use the menu to Reschedule or Cancel appointment. Rescheduling lists the times Magpie calculates for the same staff member on the day you choose. Choose Add in the list to book a service for a customer: choose the service, staff member, day and an available time, then enter the customer's name and email address. Magpie checks a new booking or new time again before it saves it, and emails the customer.

Services, staff, weekly hours, the booking page and Appointment settings are not available in the mobile app.

For a booking problem, Contact support.