Book, reschedule or cancel an appointment

Before you start

• Publish at least one service and set your working hours. New booking only lists published services and available times.

Steps

Book an appointment

1. In the sidebar, select Appointment.
2. Select Create appointment. New booking opens, in four steps.
3. Under Who’s the booking for?, choose the client from Select a client, or select Add new client. That opens Quick add client — just First name, Last name, Phone number (optional) and Email. You can fill in the rest of their profile later. Select Next.
4. Under Choose a service, select the service. Each one shows its length and price. Select Next.
5. Under When & where?, pick a day, then one of the Available time slots. Select Next.
6. Under Review & confirm, check the details. Send confirmation email is on by default, which emails the client their appointment details.
7. Select Confirm booking.

Reschedule

1. Open the appointment. Select it in Calender view, or select its row in List view.
2. In Appointment details, select Reschedule. The same window has View Profile, View Invoice, Record session and Cancel appointment.
3. Choose a Date, Start time and End time, then select Reschedule.

Cancel

1. Open the appointment and select Cancel appointment.
2. Select Cancel session to confirm, or Keep session to go back.

Cancelling from a row’s menu in List view asks Cancel this appointment? instead, with Cancel appointment and Keep appointment.

What happens next

• Booked: you’ll see Session successfully created! If the email was on, the client gets a confirmation email.
• Rescheduled: the client gets an email with the new date, time and location, plus a calendar update.
• Cancelled: the client gets an email and a calendar cancellation. You can’t undo this. If the session was part of a bundle, it goes back into the client’s bundle.

Emails are only sent if the client has an email address on their account.

Good to know

• You can only reschedule or cancel upcoming appointments.
• Cancelling does not refund the client. If they have paid, refund the invoice itself from Finances → Invoices.
• You can reword the emails your clients get. Edit them under Email Template in Settings.
• When you reschedule, you can’t pick a past date, and the end time must be after the start time.
• Rescheduling blocks clashes with your other appointments, including buffer and travel time. It doesn’t check your working hours.
• In List view, you can also reschedule or cancel from a row’s actions menu.
• Bookings always start from Create appointment. Selecting an empty slot in the calendar does not open the booking form.
• Connected external calendars are updated when you reschedule or cancel.

Sessions not held on video

MyWellOps marks a session as completed only when you end it in a MyWellOps video call. A session held any other way, such as in person or on the phone, shows as missed about an hour after it ends. The client is also sent a We missed you at your session email.

If you see clients in person, you can stop that email. Open Settings, select Email Template, and switch Appointment No-Show off. See Set up email reminders for how the template list works.

Finding an appointment

• The tabs across the top filter the list: All, Upcoming, Completed, Cancelled, First Session, Missed and Rescheduled.
• Search appointments… finds one by client.
• The Sort menu changes the order. It starts on Newest first.
• Export date at the top right downloads the list as a CSV. It exports what the list is showing, so clear filters first if you want everything.