Calendar
The Calendar shows every appointment you have - ones clients booked themselves and ones you entered manually. This is also where you manually book appointments, block off time, and run group classes.
01Week and day views
On desktop you see a weekly view; on mobile it automatically switches to a daily view - same data, a layout that fits the screen. If you have team members, a filter dropdown appears at the top to view one person's schedule at a time.
02+ New booking
The "+ New booking" button opens a panel with three modes:
Blocking time for your "whole team" gives each team member their own separate block - independently. If one of them is already busy at that time, that doesn't stop the block from being applied to the others.
Manual booking uses the exact same slot-locking as when a client books online themselves - two bookings can never land on the same slot, even if they happen at the same instant.
03Appointment status
Every appointment has a status dropdown: confirmed, completed, cancelled, no-show. Changing status away from "confirmed" immediately frees that slot for new bookings. Cancelling an appointment that's still confirmed notifies the assigned team member (if that's turned on in Settings) - marking it completed or no-show does not.
Manually added blocks have a "Remove" button instead of a dropdown - removing one is permanent.
04Group classes
Group class sessions stand out with their own color on the calendar. Clicking one opens the roster - who's registered, how many spots are left, a form to manually add an attendee (e.g. someone who called in), and a "Cancel session" button.
Cancelling a group class cancels every registered attendee at once and automatically refunds anyone who paid, where possible. There's currently no way to remove just one attendee while leaving the class active - if someone specific needs to come off the list, cancel the whole session and re-add everyone else.
Services marked "class-only" (see the Services guide) never appear in "Appointment" mode - only in "Class" mode.
When creating a group class, turn on "Repeats weekly" to create a whole series at once - pick the days of the week (e.g. Wednesday and Friday) and an end date. Each session in that series is created as its own separate class, with its own roster - cancelling one session doesn't affect the others in the series.
05Service color on the calendar
Assign any service one of the preset colors (Services → open the service → "Calendar color"). That service's appointments and group classes then show up in that color everywhere in Calendar - handy when you offer several services and want to tell them apart at a glance. A service with no color chosen still uses the default status-based color.
06Cancelling a paid appointment and refunds
When you cancel an appointment a client paid for online, we'll ask whether you want to refund it via Stripe - it's always your choice. When a client cancels their own appointment (via their manage-booking link or the client portal), the refund happens automatically, no prompt - see the Clients guide for more on when a client is even allowed to cancel themselves.
Stuck, or something isn't working the way it should? Reach out, happy to help:
info@book-swift.com