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Appointments

Managing Appointments​

The "Appointments" section is your central hub for viewing, tracking, and managing all appointments scheduled through your ReadyChatAI bot or manually entered into the system. This feature is essential for service-based businesses to stay organized and ensure a smooth experience for their clients.

ReadyChatAI provides two primary ways to view your appointments, allowing you to choose the format that best suits your workflow:

  • List View: Presents appointments in a tabular format, ideal for quickly scanning details and performing bulk actions.
  • Calendar View: Displays appointments visually on a calendar, offering an intuitive way to see your schedule at a glance.

You can easily switch between these views using the "List View" and "Calendar View" toggle buttons at the top of the page.

List View​

The List View is often the default and provides a detailed breakdown of all scheduled appointments.

ReadyChatAI Appointments List View
The List View for managing appointments.

Appointments Table​

The main table in List View, titled "Appointments: X" (where X is the count), displays key information for each booking:

  • Start Time: The scheduled start time of the appointment. The caret icon suggests sortability.
  • Appointment: Typically the name of the service booked or the client's name.
  • Datetime: The full date and time of the appointment.
  • Duration: The length of the appointment (e.g., 60 minutes, 1 hour).
  • Status: The current status of the appointment (e.g., Confirmed, Completed, Cancelled, No-show).
  • Actions: This column would contain buttons or icons for managing individual appointments, such as:
    • Viewing more details.
    • Editing the appointment.
    • Rescheduling.
    • Marking as completed.
    • Cancelling the appointment.

The message "No Appointments added yet," accompanied by an icon, will be displayed if there are no appointments in the system or matching your current filters.

List View Management Tools​

  • Filter Icon: Allows you to sort or narrow down the list of appointments based on various criteria (e.g., date range, status, service type, client).
  • Export Button: Enables you to download your appointment data, often as a CSV or Excel file, for reporting, record-keeping, or integration with other calendar systems.
  • An "Add New Appointment" button might also be present, allowing manual entry of appointments not made through the bot.

Calendar View​

The Calendar View offers a visual representation of your schedule, making it easy to see bookings spread across days, weeks, or months.

ReadyChatAI Appointments Calendar View
The Calendar View for a visual overview of appointments.

Calendar Navigation & Display​

  • Navigation Controls:
    • Today: Quickly jumps the calendar view to the current date.
    • Back / Next: Arrows to navigate to previous or future months/weeks/days.
    • Month/Year Display: Clearly shows the current month and year being viewed (e.g., "May 2025").
  • View Modes:
    • Month: Shows an entire month at a glance.
    • Week: Displays a single week, often with daily time slots.
    • Day: Focuses on a single day, providing a detailed hourly schedule.
  • Appointment Blocks: Scheduled appointments will appear as colored blocks within the calendar grid, typically showing the appointment time and service/client name. Clicking on an appointment block would likely open a pop-up or sidebar with more details and management options.
  • Empty Slots: Days or times without appointments will appear blank, indicating availability (though actual availability is managed within Service Management).

The Calendar View is particularly useful for quickly identifying busy periods, open slots, and potential scheduling conflicts.

Key Appointment Management Functions​

Regardless of the view, the Appointments section allows you to:

  • View Upcoming Appointments: Stay informed about your schedule.
  • Confirm Bookings: Acknowledge new appointments made by clients.
  • Manage Reschedules & Cancellations: Handle changes to the schedule efficiently.
  • Track Attendance: Mark appointments as completed or as no-shows.
  • Communicate with Clients: (Potentially) Send reminders or notifications related to appointments.

Integration with Service Management: The availability and scheduling rules for appointments are typically defined when you create or edit a service in the Service Management section. The Appointments page then reflects the bookings made based on those rules.

Effectively using the Appointments section helps ensure your service delivery is organized, your clients are well-informed, and your business runs smoothly.