Manage Service bookings from the Appointment modal in Calendars. Open Booking Details to review appointment information, submitted intake forms, assigned resources, and available appointment actions. You can edit eligible bookings, duplicate appointments, and generate reschedule links without starting a new booking from scratch. This guide also explains how to create blocked slots, use custom values in notifications, and understand editing limitations.

TABLE OF CONTENTS

What Is the Appointment Modal for Service Appointments?

The Appointment modal is the side panel where you can review and manage an individual Service booking. It centralizes appointment details and supported actions so you can handle scheduling changes without navigating through multiple screens.

From Booking Details, you can review customer information, edit eligible appointments, duplicate existing bookings, and access other available actions. The modal also displays assigned resources and submitted booking forms when applicable.

Key Benefits of Managing Service Appointments

Managing Service appointments from a single interface helps your team respond to scheduling changes and review relevant booking information more efficiently.

  • Faster Appointment Management: Review, edit, and reschedule eligible Service appointments from the calendar.

  • Scheduling Control: Create blocked slots to prevent bookings during unavailable time.

  • Easy Duplication: Create repeat or similar appointments using details from an existing booking.

  • Form Visibility: Review customer intake responses attached during booking creation.

  • Resource Visibility: Check the resource assigned to a Service appointment.

  • Reschedule Links: Generate and share a link that allows customers to select a new appointment time.

  • Notification Personalization: Use supported custom values to insert relevant booking information into notifications.

Prerequisites and Limitations

Before managing a Service appointment, confirm that the booking is available in Calendars. Some actions depend on the appointment's payment status, whether a form was submitted, and the booking's configured details.

  • Existing Service Appointment: Select a saved Service booking to access Booking Details and its available actions.

  • Unpaid Appointments: The edit screen supports changes to services, add-ons, staff, service variants, location, title, date and time, timezone, and coupon codes.

  • Paid Appointments: Structural editing is restricted after payment is collected. Use duplication to create a new booking when broader changes are needed.

  • Form Submissions: A form must be attached during booking creation. You cannot add a form to an existing booking or edit its submitted responses afterward.

  • Rescheduling: An existing Service appointment is required to generate its reschedule link.

  • Blocked Slots: Create blocked time from the Calendar View new-event workflow rather than by editing an existing appointment.

  • Assigned Resources: Resource information appears in Booking Details when a resource is associated with the appointment.

Important: Editing options may differ between paid and unpaid bookings. Review the available controls and any restrictions displayed before attempting changes.

How to Access the Appointment Modal for Service Appointments

Open an existing Service appointment to display its Booking Details panel. This panel provides appointment information and access to supported actions.

  1. From the left navigation menu, select Calendars.

  2. Open Calendar View or Appointment List View.

  3. Select Services from the scheduling-type selector.

  1. Locate the Service appointment you want to review.

  2. Click the appointment to open Booking Details in the side panel.

  3. Review the available appointment information and actions.

Note: The Booking Details panel is also referred to as the Appointment modal.

View a Submitted Service Booking Form

If an intake form was attached while creating a Service booking, you can review its submitted responses from Booking Details. This keeps customer intake information available alongside the saved appointment.

  1. From the left navigation menu, select Calendars.

  2. Open Calendar View.

  3. Select Services from the scheduling-type selector.

  4. Click the saved Service appointment to open Booking Details.

  5. Select the form icon in the Booking Details panel.

  6. Open Form submission and review the submitted answers.

Booking Details showing the form submission icon and submitted customer intake responses

Important: Forms must be attached during booking creation. You cannot attach a new form to an existing booking or edit a form submission after the booking has been created.

Use a reschedule link when you want the customer to choose another appointment time. The link can be generated from an existing Service booking and shared through your preferred communication channel.

  1. From the left navigation menu, select Calendars.

  2. Open Calendar View or Appointment List View and select Services.

  3. Open the Service appointment you want to reschedule.

  4. Click Appointment Actions.

  5. Select Generate Reschedule Link.

  6. After the link is generated, click Copy Link.

  7. Share the copied link with the customer.

The customer can open the shared link and use the existing rescheduling process to select a new appointment time.

Edit Service Appointments

The editing options available for Service appointments depend on whether payment has been collected. Unpaid appointments support broader changes, while paid appointments restrict structural edits to preserve the existing booking and payment details.

Edit Unpaid Appointments

Unpaid Service appointments can be modified directly from the editing screen without canceling the existing appointment. This allows you to correct booking information or respond to scheduling changes.

Supported changes include:

  • Add or remove Services.

  • Add or remove Add-Ons.

  • Change Staff or Service Variants.

  • Change the Location.

  • Update the appointment title.

  • Change the appointment date and time.

  • Update the timezone.

  • Change applicable coupon codes.

To edit an unpaid Service appointment:

  1. From the left navigation menu, select Calendars.

  2. Open Calendar View or Appointment List View.

  3. Select Services.

  4. Open the unpaid appointment you want to edit.

  5. Click the pencil icon in Booking Details to open the appointment editor.

  1. Adjust the applicable services, add-ons, staff, service variants, location, title, date, time, timezone, or coupon codes.

  2. Review the changes.

  3. Click Save.

Unpaid Service appointment editor showing editable booking fields and Save button

Enhanced Support for Paid Appointments

Paid Service appointments have restrictions on structural changes, including changes to services or staff. These restrictions help preserve the existing booking information after payment has been collected.

If you need to change details that are locked, use Duplicate Appointment to create a new booking based on the original appointment. You can then review and adjust the copied details before completing the new booking.

The editing screen displays a message explaining which appointment details can and cannot be changed.

Note: Supported date and time rescheduling remains available for paid appointments. The existing payment remains associated with the original booking.

Duplicate Service Appointments

Duplicating a Service appointment helps you create repeat or similar bookings without manually entering every detail again. The new appointment starts with information copied from the existing booking.

The duplicated booking typically carries over customer information, services, add-ons, staff or assigned resources, meeting location, and notes. Review the copied details before completing the new appointment.

  1. From the left navigation menu, select Calendars.

  2. Open Calendar View or Appointment List View.

  3. Select Services.

  4. Open the appointment you want to duplicate.

  5. Click the Duplicate icon in Booking Details.

  6. Review the copied appointment details.

  7. Adjust the relevant information and complete the new booking.

Duplicate Service appointment icon highlighted in the Booking Details panel

Tip: Duplicating a paid appointment is useful when you need to make structural changes that are unavailable in the original paid booking.

Blocked Slots on Your Service Calendar

Blocked slots allow you to mark calendar time as unavailable. Use them for periods when staff members cannot accept appointments, helping prevent accidental bookings during those times.

To create a blocked slot:

  1. From the left navigation menu, select Calendars.

  2. Open Calendar View.

  3. Select Services from the scheduling-type selector.

  4. Click + New in the calendar.

New event button highlighted in the Service Calendar View

  1. In the new-event screen, change Event Type to Blocked Slots.

Event Type dropdown showing Blocked Slots selected

  1. Select the applicable Staff member.

  2. Enter a title for the blocked period.

  3. Choose the relevant start and end date and time.

  4. Review the blocked-slot details and click Block time.

Blocked time form showing the staff member, title, timezone, start and end times, and Block time button

Note: Blocked slots are created from the calendar's new-event workflow. You do not need to open an existing appointment to create blocked time.

Show Resource in the Appointment Modal

Booking Details displays the resource assigned to a Service appointment when one is associated with the booking. This helps you identify the resource reserved for the appointment.

To view the assigned resource:

  1. From the left navigation menu, select Calendars.

  2. Open Calendar View or Appointment List View.

  3. Select Services.

  4. Open the relevant Service appointment.

  5. Review the assigned resource in the Service Details area of Booking Details.

Assigned resource highlighted in the Service Details area of the Appointment modal

Resource visibility helps your team understand which resource has been reserved for the appointment.

Use Custom Values in Service Notifications

Custom values allow you to include relevant booking information in customer confirmations, reminders, and other Service notifications. These values insert supported appointment details without requiring you to type them manually into each message.

Available booking information includes:

  • Service Booking Price: A dynamic value for the Service booking total.

  • Meeting Location Name: The short name of the meeting location rather than the complete address.

To use the custom values:

  1. From the left navigation menu, select Calendars.

  2. Open Calendar Settings.

  3. Select Notifications.

  4. Open the applicable notification template, such as a confirmation or reminder.

  5. Open the available merge field picker.

  6. Select the applicable booking-total value or Meeting Location Name.

  7. Save the notification template.

  8. Test the notification to confirm that the inserted information displays as expected.

Service Booking merge field picker showing Total Price and Meeting Location Name

Note: The screenshot shows the booking-total merge field as Total Price. Use the value displayed in your notification editor and verify the result with a test notification.

Frequently Asked Questions

Q: Can I change the staff or service after payment is collected?

No. Structural changes such as services, add-ons, staff, variants, coupon codes, title, and location are restricted on paid bookings. You can reschedule the appointment date and time or use Duplicate Appointment to create a new booking with different details.

Q: What information carries over when I duplicate an appointment?

Contact details, services, add-ons, staff or assigned resources, meeting location, and notes typically carry over. Review the copied information before completing the new booking.

Q: Does rescheduling a paid appointment change the original payment?

No. The payment remains associated with the original booking.

Q: Can I attach a form after creating a Service appointment?

No. Intake forms must be attached during booking creation. You can review existing submitted responses from Booking Details, but you cannot attach a new form or edit submitted answers afterward.

Q: Where can I find a submitted Service booking form?

Open Calendars > Calendar View, select Services, and open the saved appointment. In Booking Details, select the form icon to review Form submission.

Q: Can I create blocked time without changing an existing appointment?

Yes. Open Calendars > Calendar View, select Services, and click + New. Choose Blocked Slots, complete the required information, and select Block time.

Q: Can I see which resource was assigned to an appointment?

Yes. When a resource is associated with the Service booking, its information is displayed in Booking Details.

Need Help?

If an appointment action is unavailable, confirm that you selected a Service booking and review whether its payment status restricts editing. If an expected form submission does not appear, check whether an intake form was attached during booking creation.

If a blocked slot or resource assignment is not displaying as expected, review the relevant calendar information and selected appointment. If you still need assistance, contact support with the affected appointment date, the action you attempted, and a description of the issue. Avoid sharing sensitive customer information.