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Calendar and bookings

Read calendar and manage bookings

How to navigate daily/weekly/monthly calendar, create manual bookings, modify/cancel appointments, manage no-shows.

8 minutes6 steps

Calendar is the operational heart of your day. Here you see who comes, when, for which service. You create walk-in bookings, manage delays, register no-shows.

Step-by-step guide

  1. Access calendar from dashboard

    The Calendar Tab (📅, first tab bottom-left) is default screen on app open. 3 views:

    • Daily: today, 30 min slots. Default for smartphone.
    • Weekly: Mon-Sun, 1h slots. Default for tablet/desktop.
    • Monthly: overview, click day for details.

    Switch via top-bar tabs. Arrows ← → to navigate.

  2. Interpret colors and icons

    Each appointment has color based on status:

    • 🟢 Green: confirmed
    • 🟡 Yellow: pending
    • 🔵 Blue: in progress
    • ⚫ Gray: completed and paid
    • 🔴 Red: no-show
    • 🟣 Purple: cancelled by client

    Additional icons: 🏠 home service, 💳 pre-authorized, ⭐ VIP/recurring client.

  3. Create manual booking (walk-in)

    When client arrives without booking or calls:

    1. Click empty calendar slot (or "+ New booking")
    2. Select client: search address book or "New client"
    3. Select service from catalog
    4. Select stylist (if team)
    5. Set date/time
    6. Add internal notes
    7. Specify payment: cash on-site / pay online link / already paid
    8. Click "Save and confirm"

  4. Modify existing appointment

    Click an appointment. Detail modal opens. You can:

    • Move date/time: drag&drop or "Modify date/time"
    • Change service
    • Change stylist
    • Add note (only visible to staff)
    • Cancel with reason

    Material modifications → client always receives confirmation email + updated reminder.

  5. Manage no-show

    If time passes and client doesn't show:

    1. Wait 15 min courtesy buffer
    2. Open appointment, click "Mark as no-show"
    3. If configured no-show fee with pre-auth, charged automatically
    4. Client receives "You missed the appointment" email with charge

    After 3 no-shows, ZenBookr auto-flags client (future bookings always require pre-auth).

  6. Print or export the day

    For paper agenda or daily backup:

    • Daily view > "Print" icon top-right
    • Export CSV with weekly appointments
    • Export calendar (.ics) to sync with Google/Apple/Outlook

    .ics export updates real-time: every new booking syncs within 5 minutes.

FAQ

"Can I see other stylists' calendars?"

Only Admin/Owner sees team agenda. Members see only own. Modifiable in team permissions.

"How do I block time for lunch?"

Calendar > Empty slot > Time block. Set start/end, reason. Marketplace auto-hides it.

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Related guides

Account settings

Booking policies: buffer, auto-confirm and rules

Configure how clients book: buffer time between appointments, automatic or manual confirmation, slot interval and cancellation policies.

Account settings

Quick navigation bar shortcuts

Hidden shortcuts in the bottom bar: double-tap Services to open your Team, double-tap Settings to open All actions, and tap Calendar again to jump back to today.

Payments and invoicing

Using the Cash Register and charging with Tap to Pay

How to take payments in your salon with the ZenBookr Cash Register: charging an appointment, free sales, cash or card with Tap to Pay straight from your phone.

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