Creating a new appointment (4-step wizard)

You start a new appointment in two places: choose Create Appointment from the Create button in the top bar, or click an empty slot on the Calendar. The New Appointment window that opens has four steps. When you start from the calendar, the date and time arrive already filled in; in the staff views the staff member of the column you clicked is selected too. When you click a day in the monthly view, however, the previous day and 00:00 are selected in the date step; choose the right day and time there.

Creating appointments requires the Randevu oluşturabilir (create appointments) permission in your role (the role editor lists permissions by their Turkish names). In the first three steps, the step strip at the top of the window shows the customer, staff and service and date you picked; to go back to an earlier step, click that step in the strip once it shows a tick. In the last step, the Change buttons on the customer and date cards take you back to those steps.

Step by step

1. 1

   Customer

   Search by the customer's name or phone number and select them; if they are not registered, save them from the same screen with Add a New Customer and the new customer is selected automatically. Once a customer is selected, Show the customer summary shows their recent visits, debt, active packages, recent cancellation and no-show counts (and, if the subscription module is on, their membership) and, if you can view notes, their three newest notes. Continue with Next.

2. 2

   Staff and Service

   Choose the staff member from Select staff and the services they deliver from Select a service; you can tick more than one service for the same staff member. You can search the service list and filter it by customer type. To add a service delivered by someone else, press Add Staff. Once every row has a staff member and at least one service, continue with Go to date selection.

   Only staff assigned to at least one service appear in the list; you decide which services a staff member delivers in the service definition under My Business → Settings → Services.

3. 3

   Date and Time

   Choose the day from the calendar on the left; the Available times on the right are grouped under Morning, Afternoon and Evening. Pick a time and press Continue. For a time that is not on the list, open Set a custom date/time and type the date and time yourself.

   Available times are worked out for the staff member and service on the first row: the times within the staff member's (or the business's) working hours and outside their breaks where the service duration fits are listed; the staff member's existing appointments, the classes they teach, their group events and their approved or pending leave count as busy. The times are spaced by the Booking Interval under My Business → Settings → Appointment Settings, and past times are not offered for today. If Use Company Settings is off in the staff member's Appointment Settings window (My Business → Staff), the times are spaced by the staff member's Slot Interval instead, and for today the times closer than their Minimum Notice are not listed either. The business's holidays are not closed in this list. The "No times are available on this date." message means the staff member is not working that day or every time is taken.

4. 4

   Appointment details and saving

   In the last step you edit each service's staff member, resource, duration, price, discount and VAT, set the online meeting, the recurrence, the SMS notifications and the customer note, then press Save. These fields are explained one by one below.

Service rows, price and VAT

• Performed By: the staff member who will deliver the service.

• Service: the staff member's services are listed with their customer type in square brackets after the name; if the same service is defined for more than one customer type, pick the right one.

• Resource: an optional room, studio or piece of equipment; only active resources are listed.

• Duration (min): comes from the service definition; you can change it.

• Price (₺): comes from the service's price; a staff-specific price is used if one is set, and if a price range is set the upper limit is filled in. The defined price is shown next to the label; you can change the amount.

• Discount (%): a percentage discount.

• VAT Settings: the VAT rate comes from your business's default rate and the Included/Excluded choice from the "Prices include VAT" setting under My Business → Settings → Taxes (Included by default). The switch cannot be used until a rate is selected ("Select a VAT rate first"). With Excluded, the VAT is added on top of the price. If you change the rate or the Included/Excluded choice on a row, the rows you add afterwards in this window come with the same choice; the business setting does not change.

Add a row with Add Service; remove any row except the first with the bin icon. You can reorder the rows by dragging the "Service #" strip on the left; each row shows its start–end time at the top. The Appointment Summary at the bottom of the window shows the total duration, subtotal, discount, VAT and grand total.

Service scheduling

When you add more than one service, a Service Scheduling switch appears. While it is off (the default) the services run in sequence: each starts after the previous one. When you turn it on they run in parallel: they all start at the same time.

Even in parallel mode, the start–end times above the rows and the total duration in the Appointment Summary are worked out as if the services ran one after another, and the clash check on Save also counts them in sequence. When saved, every service starts at the start time you chose; check on the calendar that the staff members are free at that time.

Online meeting

When you turn on the Online Appointments switch you choose Google Meet or Zoom as the Meeting Platform; only the integrations you connected in Pi Store are listed. If no integration is connected, the window warns you and the appointment is created without a meeting link. The link is generated when you save; if Notify by SMS is on it is added to the SMS, and a "Join Meet" / "Join Zoom" button appears in the appointment detail.

Recurring appointment

Turn on the Recurring Appointment switch and choose a Repeat Type. The ready-made options (Every day, Every week on [day], Every month on the [position] [day], Every year on [date], Every weekday) create the series for a full year from the first appointment. For a shorter series choose Custom and enter a date or a Number of repeats under End. A series can last at most one year, and a separate sales card is opened for each day of the series. The details are in the article on creating and managing recurring appointments.

Notification and reminder

The Notification and Reminder Settings section has two switches. Both start switched off every time the window opens and switch off again after each save; you have to turn them on for each appointment you want:

• Notify by SMS: when you save, the customer receives a single SMS saying the appointment was created, with its date and the appointment detail link (and, for an online appointment, the meeting link); an appointment with several services and a recurring series also get a single SMS, showing the date of the first appointment. If your automation with the "When an Appointment Is Created" trigger sends the customer an SMS or WhatsApp message straight away, this SMS is not sent separately. For an online appointment, if your automation message does not use the “Online meeting link” variable, this SMS is still sent so that the meeting link is not lost.

• Remind by SMS: 1 hour before the appointment the customer receives the SMS “Hatırlatma: [date and time] tarihli [business name] randevunuzu hatırlatırız.” (the reminder text is in Turkish). No reminder is set up for an appointment created less than 3 hours before it starts; if the appointment is cancelled, completed or marked as a no-show, the reminder is not sent.

There is no WhatsApp option on this screen; use an automation to send information or reminders by WhatsApp. Your business's "When an Appointment Is Created" automations run even while the switches are off.

Customer note

The text you type in the Customer note field in the last step is saved not to the appointment but to the customer's notes, under the “Genel” topic and linked to this appointment; you see it on the Notes tab of the customer card, on the sales card and in the appointment window on the calendar. The customer never sees this note. Only staff with the permission to add customer notes (“Müşteriye not ekleyebilir”) see the field. To choose a topic or use formatting, add the note afterwards from the customer card or the appointment window (see the Customer notes article).

Saving and what happens next

When you press Save, the system checks whether the selected staff member and resource are free at that time: another appointment, a class, a group event, leave or a time block (including leave still awaiting approval) and a facility rental linked to the resource all count as busy. If there is a conflict, an Appointment Conflict warning appears: Yes, create it saves it anyway, No, edit it takes you back to the window. In the Your Appointment Has Been Created! window that opens after saving, Yes, Go to the Details opens the appointment's sales card and No closes the window. The appointment appears on the calendar and in the Appointments list straight away.

An appointment you create in the panel is saved as approved and starts with the Not set status. The Save button stays disabled until a customer, date, time and at least one complete service row are selected.