Who can access this page#
Booking appointments and court bookings from admin follows the Book Appointments permission.
- Owners always have it, and the built-in manager role has it by default.
- An owner can add Book Appointments to a custom role, such as a front desk. That role can then see the appointments list, create bookings, and cancel and restore them. It does not get refunds or payment reports.
- To move bookings on the calendar, the role also needs to open Calendar, which requires the View Classes permission.
- Staff without the permission may still work with their own schedules elsewhere in Naayya.
See Access Control for custom roles.
Open the appointments view#
- Go to Admin > All Bookings.
- Choose the Appointments tab.
The All Bookings page opens on Classes by default. The Appointments tab opens the appointment list, where you can move through the list one month at a time. Use the month arrows or Today to change the period.
Understand appointment statuses#
Each appointment has a status:
- Confirmed: The appointment is booked and scheduled.
- Completed: The appointment took place.
- Cancelled: The appointment was cancelled.
- No Show: The customer did not attend.
Status badges appear next to each appointment for quick scanning.
Each status follows the attendance recorded for the appointment. An appointment you check in shows Completed, and one you mark as a no show shows No Show.
A group appointment has one status for everyone in it. It stays Confirmed until every person who is still booked has been checked in or marked as a no show. It then shows Completed when at least one person attended, and No Show when nobody did. It shows Cancelled only when every person is cancelled. See Work with group appointments.
View appointment statistics#
Stats above the list summarize the selected period:
- Total: All appointments in the selected period.
- Confirmed: Appointments with confirmed status in the selected period.
- Completed: Appointments marked as completed.
- Cancelled: Appointments that were cancelled.
Use the stats to review booking volume for the selected month.
Sort and scan the list#
The appointments table includes these columns:
- Date & Time
- Service
- Customer
- Provider
- Status
- Notify
A group appointment is one row. The Customer column shows the person who booked and paid, with the number of people and their names below, for example "3 people: Ana Bloggs, Ben, Cleo". For one person, it shows the customer's email instead.
The Provider column can show Any available when a provider service does not have one assigned provider yet. For a service that needs no provider, such as a court booked on its own, the column shows No provider needed. The Notify column can show cancellation notification status for cancelled appointments.
Update an appointment#
Open the action menu on an appointment row:
- Mark Completed: Record that a confirmed appointment took place.
- Mark No Show: Record that the customer did not attend.
- Cancel: Cancel a confirmed appointment.
- Restore: Restore a cancelled appointment.
A group appointment has Check in people instead of Mark Completed and Mark No Show, because each person is checked in on their own. Cancel on a group appointment cancels it for everyone in it. See Work with group appointments.
An appointment for one person that is already Completed or No Show has Attendance in the same menu. It opens the same People dialog, where you can switch that person between Check in and No show.
The appointments list provides the status actions above. To change an appointment's time, or move a court booking to another court, drag it on the calendar. See Calendar. Customers can also reschedule from their account, as described in Reschedule or Cancel Appointments.
Create a booking for a customer#
Click New Booking above the appointments list. In the Book Appointment dialog, search for the customer, choose a service, select a provider or Any available, choose a place or resource when the service needs one, pick a date and a time slot, and add notes. Then click Book Appointment.
Staff can book any free time from now onward. Your minimum booking notice applies only to customers booking online, so the front desk can book a court for someone who wants to play right now. Opening hours, the booking horizon and existing bookings still apply.
Start from an empty court on the calendar#
In Admin > Calendar, choose the Day view and Split by: Room. Click an empty spot in a court's column to open Book Appointment with the service, that court, the date and the hour already filled in. This works for courts that customers can choose for an active service.
If more than one service lets customers choose that court, Naayya picks the one that needs no provider. If it still cannot pick one service, the dialog opens on that date and you choose the service and court yourself.
Book a customer into a members-only service#
A service can be limited to members under Who can book (see Create Appointment Services). When you book a customer the members-only rule refuses, the dialog says why before anything is booked:
- Not a member: the customer has no active membership or pass that includes the service.
- Beyond the booking window: the time is further ahead than their membership can book.
- At the booking limit: they already hold the most upcoming bookings their membership allows.
- Membership frozen, Membership payment due or Membership ends first: their membership cannot book this time.
To go ahead, enter a Reason for booking anyway and click Book anyway. Your name and the reason are saved with the booking. Anyone who can book appointments from admin can book anyway.
Book a member whose membership starts on first use#
Some memberships start the first time the member books. This applies only to a members-only service, and only when that not-yet-started membership is the customer's only membership or pass that can book the time. In that case, the booking starts the membership and charges its first payment to the member's saved card, the same as their first online booking would. You do not need a reason for this. Services open to everyone book as usual.
If the card is declined or the membership cannot start, nothing is booked and an error message tells you why, so you can ask for another card or try again. If the membership started but the booking then failed, for example because someone took the time, Naayya tells you the membership has started and its first payment was charged.
Book a group#
When the service lets one booking hold more than one person, the Book Appointment dialog shows a People section after you choose a time. It says how many people the service takes, for example "This service takes up to 2 people" or "This service takes 2 to 4 people", and that the customer pays for everyone. To allow groups on a service, see Let one booking hold a group.
- The customer you chose is one of the people by default. Untick the checkbox beside their name to book only for other people. The customer still pays for everyone.
- Click Add person for each other person. Each one needs a First name. Last name, Email and Phone are optional. Two people cannot share an email address.
- The count under the list shows how many people the booking holds. Add person turns off at the service's most people.
Book Appointment stays off until the number of people fits the service and each added person has a first name. If the number is too small or too large, the dialog says so and names the service's limits.
The customer is charged the service's price for each person. The group takes one time slot together.
To review services, use the Services shortcut above the list. It opens Admin > Services. See Create Appointment Services for service setup.
Work with group appointments#
A group appointment is one booking for several people. It appears as one row in the appointments list and one block on the calendar.
Check in people#
Open the row's action menu and choose Check in people. The People dialog lists everyone on the appointment with a status of Booked, Attended, No show or Cancelled, and says who booked and paid.
- Click Check in beside a person to record that they attended. Click No show to record that they did not. Each click saves that person only, and you can switch a person between the two.
- Click the remove icon (Remove from appointment) beside a person to take them out and keep the appointment for everyone else. The icon appears beside each person who is still booked, and not on an appointment that only ever had one person.
- If removing a person would leave fewer people than the service's fewest, Naayya warns you that the whole appointment will be cancelled. It asks Cancel the whole appointment? and cancels it for everyone only when you click Cancel appointment. Click Keep it to change nothing.
The cancellation deadline does not apply when you remove a person from admin, the same as when you cancel an appointment. It applies when a customer removes someone from their account. See Appointments for several people and Reschedule or Cancel Appointments.
Check in and No show are not available for a person who is cancelled.
See a group on the calendar#
On Admin > Calendar, a group appointment is one block. It lists the people's names in place of one customer's name and carries the tag "3 people" instead of "1:1". See Calendar.
Find what a customer paid for others#
On a customer's record, Recent activity lists each place the customer paid for in a group, with Paid for and the person's name. See Customer details.