In this article, we’ll explain how to use Aimy’s calendar. We’ll take a closer look at how to create and edit appointments, tasks, and absences.
Note: You can only use the calendar once employees, availability, and services (also called treatments) have been created.
Creating an appointment in the calendar
To create an appointment, simply click on the calendar. A pop-up will appear, where you can use the arrow at the top to choose between a new appointment, task, break, or out of office. To create an appointment, select the option “new appointment.”
To create an appointment, you need to fill in the following fields (some may be filled in automatically):
Date: this is taken from the spot in the calendar where you clicked. You can, of course, change it at any time. You can also schedule recurring appointments by clicking the repeat icon next to the date.
Client: enter the client’s name here. If the client already exists in the customer database, their details will automatically be displayed. You can also add a new name to the database by typing the name and clicking add. You can then fill in a phone number and email address as well.
If you only want to create an appointment for a walk-in client, you can tick this option. The client’s details will not be saved in the system in that case.
You can now also see several labels in the appointment (see image above):
A: Client with a subscription
B: Number of no-shows
C: Last time the client had an appointment, the first number indicates the number of weeks, and the second number indicates the number of days.
If a client is visiting for the first time, a “New client” label will be shown.
Add service(s): here you can select one or more services.
Note: Always make sure that for an appointment with multiple treatments, you either select multiple services here or choose a combination treatment. You can do this by clicking on the desired category or by searching for a service using the search bar. On the right-hand side, you’ll see an overview of the selected services. Then click “Add.”
The treatment has been added.
The employee is automatically filled in based on where you clicked in the calendar. You can change this by clicking the down arrow on the right-hand side and selecting a different employee.
The color of the calendar icon indicates whether the employee is available (green), busy (red), or if a service that is not assigned to a specific employee has been scheduled (orange).
The service times are filled in based on the treatment’s duration and any possible processing time (also known as in-between time).
If a client is not coming for a specific employee, you can indicate this by unticking the star icon. (When a client specifically requests an employee, this will be shown in the calendar with a lock icon.)
Notes: here you can also find previously added notes.
History: here you can view the client’s last two appointments and directly copy them for the new appointment. (Note: not available for walk-in clients.)
Appointment created by (optional): specify who created the appointment.
Send notifications: indicate whether you want to send notifications to the client. See here how to set up these notifications.
Save: the appointment will be added to the calendar.
How can I edit an appointment?
1. You can edit an appointment in several ways:
Via right-click: by right-clicking on an appointment, the following options will appear (see image). Here you can quickly delete (part of) an appointment, cut and paste, or copy it. You can also quickly mark a client as present, assign the appointment to a specific employee, or process the payment directly.
2. By clicking on the appointment: an overview of the appointment will appear. Using the “Edit appointment” and “Delete appointment” buttons, you can make changes.
3. Finally, in the day or week view, you can always drag the appointment (to another employee or day) or adjust its length by extending or shortening it from the bottom edge.
If an appointment is extended beyond the original treatment duration, a red dotted line will appear inside the appointment.
Adding or editing a task
You can use a task for activities that need to be mentioned in the calendar (for example, administration). Adding a task will block that time in the calendar.
Adding a task
You can add a task by clicking on the calendar and selecting “Task” at the top. To add a task, enter the task name, time, and the employee it applies to, and optionally set how often it should repeat. You can also add a note to the task.
A task can easily be adjusted by clicking and dragging it to a different time. You can also edit and/or delete the task by right-clicking on it.
Adding or editing an absence (Out of Office)
It’s also possible to add an Out of Office entry in the calendar. This can be used if you’re leaving early, will be away from the salon for a few hours, or for public holidays.
To add an Out of Office, click on the calendar and select “Out of Office.” Then, enter the name of the absence, the time, the employee it applies to, and optionally how often it should repeat. You can also add a note to the Out of Office.
An Out of Office can easily be adjusted by clicking and dragging it, or edited and/or deleted by right-clicking.
Adding or editing a break
The final option in the calendar is adding extra breaks, these are breaks outside of the standard break times in the regular schedule.
To add a break, click on the calendar and select “Break.” To add a break, enter the times and optionally set how often it should repeat.
What do the icons in the calendar mean?
