Make, move or cancel a booking

Staff bookings are made from New booking. Kluvan only offers times when the team member, any room needed and the preparation and cleanup time are all free.

Before you start

• You need the right Manage bookings, or Only my bookings for visits assigned to you.
• Services and bookable staff must be set up. See Add services, rooms and bookable staff.

Steps

1. Open Bookings → New booking.
2. Under Customer, search by name or phone and select Find a time.
3. Choose one or more Services and any add-ons.
4. Choose a team member under Bookable staff, or leave Anyone available.
5. Choose the Day and the Number of people.
6. Select Find a time, then pick a Time from the list.
7. Choose the Customer, or New customer and type the Name, Phone and Email (optional).
8. Add Notes the customer may see, and Private notes for your team.
9. Select Confirm booking.

To change a booking, open it from Today or Calendar:

• Choose the new Status, add a Reason if needed, and select Save.
• Select Reschedule to pick a new time, or Copy booking to book the same visit again.
• Choose Cancelled as the status, with a reason, to cancel.

Good to know

• A visit moves from Awaiting confirmation to Confirmed, Arrived, In service and Done. Did not attend can be set only after the start time. A visit becomes Done when you check it out.
• Bookings made online stay Awaiting confirmation unless Confirm automatically when no deposit is due is ticked in the settings.
• Next available walk-in books the next free time for the chosen service.
• Several services in one visit run one after another. Under Timing for each service, give two services the same start offset and different team members to run them together.
• If someone took the time meanwhile, the booking is refused and other free times are suggested.
• Calendar shows a day, week or month, or an agenda. Group the day by team member or by room, colour by status or service, and select Print day sheet.
• Reschedule keeps the customer, notes and booking number.
• Repeat a visit, run a waitlist or hold classes: see Recurring visits, waitlist and classes.