# Appointments and your booking page

> Set up calendars, book appointments for your team, and let customers book themselves on a public booking page.

*This article is being updated.*

**Appointments** is where your team's bookings live. Every appointment belongs to a calendar - a bookable type of appointment with its own hosts, length, hours and reminders.

## Set up a calendar

Your business starts with one calendar, **Appointments**: 30-minute appointments, hosted by the business owner during their working hours, with online booking off until you turn it on. Change it like any other calendar, or add more. To add one, if your role can change Appointments settings:

1. Go to **Appointments**, select **Settings** at the right of the tabs and, under **Calendars**, select **New calendar**.
2. Pick a starting point: **One-on-one**, **Group session**, **Round robin** or **Start from scratch**. Everything stays editable after.
3. Under **Details**, give it a name, a colour and an **Increment (min)** - how often a start time is offered.
4. Under **Booking shape**, choose **Specific hosts** to name who hosts, or **Round robin** for a pool where whoever's free takes the booking. Set the **Spots per slot** and add the hosts.
5. Under **Logistics**, set the **Duration (min)** and choose the **Location**. A one-on-one calendar offers **Video call**, **In person** and **Phone call**; a round robin offers **Video call** and **Phone call**; a group calendar offers **Video call** and **In person**.
6. Under **Availability rules**, choose **Use members' working hours** or **Limit bookable hours**. Set buffers, minimum notice, a daily maximum and how far ahead people can book.
7. Under **Closures**, choose whether the calendar observes your business's company closures and public holidays, and add **Blocked dates** that close this calendar alone.
8. Under **Communications**, check the confirmation, reminder and other messages the calendar sends. A new calendar starts on the defaults. Once it's saved, open it again to change them and when reminders go out.
9. Select **Save calendar**.

To stop taking new bookings on a calendar without losing existing ones, open it and turn off **Active** to archive it.

## Book an appointment

1. Go to **Appointments** and select **New appointment**.
2. Pick the **Calendar**, then who it's **Assigned to**. On a round robin calendar you can leave it to **Whoever's free**; once a time is set, it shows who the booking goes to.
3. Pick the **Contact**, add a **Title**, and set the **Date**, **Start** and **Duration**.
4. Under **More details**, add where it happens, any other **Attendees** and **Notes** if you like.
5. Select **Book appointment**.

If the time clashes with something, Prevarro tells you before you book. A clash with another of the host's appointments can't be booked. Other clashes can be overridden: tick **Book despite conflict**, then select **Book despite conflict**. A time outside the calendar's booking rules asks too: tick **Book despite the booking rules**, then select **Book appointment**. A closed day can't be booked.

View your appointments by **Month**, **Week** or **List**, and narrow the calendar view by calendar or host.

## Work with an appointment

Select an appointment to open it. Its tabs are **Details**, **Notes**, **Activity** and **Booking responses**.

Move it through its statuses as things happen: **Mark booked**, **Confirm**, **Mark showed**, **Mark no-show**, **Cancel** or **Mark invalid**. Cancelling or marking it invalid is final. When you cancel, you can add a **Reason**, which shows on the record.

## Your public booking page

To let customers book a calendar themselves:

1. Open the calendar in **Appointments → Settings**.
2. Under **Booking shape**, in **Public booking**, make sure **Publicly bookable** is on. It starts off on the calendar your business begins with and on for a calendar you add.
3. Set the **Page link** - the calendar's own part of your public booking address - and leave **Visibility** on **Public**.
4. Select **Save calendar**.

Once it's saved, the calendar shows **Open the booking page** to see the page as your customers do, and **Embed on your site** with code to **Copy** onto your own website.

To change how the page looks and behaves, open the calendar again and select **Edit booking page**. A live preview sits beside cards for **Suggested times**, **Self-serve changes**, **After booking**, **Booking page listing** and **Page theme**. A public calendar also has **Payment at booking**, and once it's live, **Single-use invite link**. Select **Done**, then **Save calendar** to keep your changes.

The page offers the same availability as the calendar. Your customer:

1. picks a day, then a time - shown in their own time zone, or in the venue's time for an in-person appointment
2. selects **Continue** and enters their name, email and phone
3. selects **Confirm booking**

They see **You're booked**, with links to add it to their calendar. Their confirmation carries a private manage link. If someone else took the time a moment earlier, they're shown the times still open.

## When a customer needs to change

From their manage link, a customer can **Reschedule** or **Cancel booking**, where your calendar allows it. Rescheduling keeps the same booking and everything they told you.

You choose what they can do on the booking page's **Self-serve changes** card: **Booker can reschedule**, **Booker can cancel**, and a **Cutoff** - how close to the start they can still make the change themselves. Inside the cutoff, the page asks them to contact your business.