Appointments

Appointments are the core of Booker. Each appointment links a client, service, location, date/time, and price.

Creating appointments

There are two ways appointments are created:

1. Manually — you create them from the dashboard or a client’s profile
2. Online booking — clients book themselves through your booking page

Both methods send the client a confirmation email with an .ics calendar attachment.

Appointment details

Every appointment includes:

Field	Description
Client	Name, email, and optionally phone number
Service	The service being provided (sets default duration and price)
Date & time	When the appointment takes place
Duration	Length of the appointment (e.g. 30m, 1h, 1h 30m)
Price	Cost in GBP — can be £0.00 for free appointments
Location	Where the appointment takes place (place, virtual, or phone)
Notes	Optional notes visible to you and/or the client

Payment tracking

Appointments can be free (£0) or paid. For paid appointments:

• Unpaid — the default state when an appointment is created
• Paid — mark manually, or automatically when the client pays via Stripe

Tip

If you’ve connected Stripe, clients receive a payment link in their confirmation email. When they pay, the appointment is automatically marked as paid.

Marking an appointment as paid

1. Tap the appointment to open it
2. Tap Mark as Paid
3. The client receives a payment receipt email

Overlap detection

Booker prevents double-booking by checking for time conflicts when creating or editing appointments. If the new appointment overlaps with an existing one (accounting for any configured gap between appointments), you’ll see a warning.

Reminders

Booker sends automatic reminder emails to clients before their appointment. The reminder includes:

• Appointment date, time, and duration
• Location details
• Payment status and a payment link (if unpaid and Stripe is connected)

Each appointment tracks whether a reminder has been sent, so clients only receive one reminder per appointment.

Cancelling appointments

When you cancel an appointment:

1. The appointment is marked as cancelled
2. The client receives a cancellation email
3. Your cancellation policy (if configured in Settings) is included in the email
4. Cancelled appointments remain visible in your history but are clearly marked

Note

Cancelled appointments are prefixed with “Cancelled:” in calendar feeds so they’re easy to identify.

Editing appointments

Tap any appointment to edit its details. When you save changes:

• The client receives an update notification email
• An updated .ics file is attached
• If the date/time changed, the email clearly shows what was rescheduled

Email notifications

Booker sends emails to clients at key points in the appointment lifecycle:

Event	Email sent
Appointment created	Confirmation with full details and .ics file
Appointment updated	Update notification with changed details
Appointment cancelled	Cancellation notice with your cancellation policy
Payment received	Payment receipt
Reminder triggered	Reminder with appointment details and payment link

Note

Email notifications respect the client’s notification preferences. Clients who have opted out of emails will not receive them.