Managing Appointments

Learn how to view, approve, cancel, and organize customer bookings effectively.

Viewing Appointments

1

Access Admin Panel: Login and click the “Appointments” tab

2

Filter Appointments: Use filter buttons to view specific types:

• All – Shows every appointment
• Pending – New bookings awaiting approval
• Approved – Confirmed appointments
• Cancelled – Cancelled bookings

3

Read Appointment Details: Each card shows customer name, service, date, time, and status

Approving Appointments

1

Find Pending Appointments: Click “Pending” filter to see new bookings

2

Review Details: Check customer information, service type, and preferred time

3

Approve: Click the green “Approve” button on the appointment card

4

Confirmation: The system automatically sends an approval email to the customer

Cancelling Appointments

1

Select Appointment: Find the appointment you need to cancel

2

Cancel: Click the red “Cancel” button

3

Confirm Action: Confirm the cancellation in the popup dialog

4

Email Notification: The customer receives an automatic cancellation email

Deleting Appointments

1

Bulk Delete Cancelled: Click “All” button next to the trash icon to remove all cancelled appointments

2

Individual Delete: Click the trash icon on specific appointment cards

3

Confirm Deletion: Confirm the permanent removal when prompted

Warning: Deleted appointments cannot be recovered. Use cancellation instead if you might need the record later.

Customer Communication

Learn how to contact customers and send professional communications.

Calling or Texting Customers

1

Access Contact Info: In the “Approved” appointments filter, find the customer you want to contact

2

Open Contact Modal: Click the phone icon next to the customer’s name

3

Choose Contact Method:

• Click “📞 Call” to dial their number directly
• Click “💬 Text” to open SMS messaging

4

Professional Communication: Always identify yourself and your business when contacting customers

Tip: The contact modal only appears for approved appointments to maintain professional standards.

Sending Bulk Emails

1

Navigate to Contact Tab: Click the “Contact” tab in the admin panel

2

Choose Recipients: Select from the dropdown:

• 📋 All Customers (Everyone)
• 📅 Recent Customers (Last 30 days)
• ⏳ Pending Appointments
• ✅ Approved Appointments (Upcoming)
• 🔔 Appointment Reminders (Next 7 days)

3

Use Templates: Select from quick templates or create custom messages:

• 📅 Appointment Reminder
• 🎉 Special Promotion
• 📢 Important Announcement
• 💝 Thank You Message

4

Compose Message: Add subject line and personalize your message

5

Send Email: Click “Send Message” to deliver to all selected recipients

Automatic Email Notifications

Approval Emails: Automatically sent when you approve appointments

Cancellation Emails: Automatically sent when appointments are cancelled

Reminder Emails: Use the “Appointment Reminders” option for upcoming appointments

Updating Account Credentials

Secure procedures for changing your admin username and password.

Changing Username

1

Access Settings: Click the “Settings” tab in the admin panel

2

Find Username Section: Scroll to “Change Username” section

3

Enter Current Username: Type your existing username for verification

4

Enter New Username: Choose a new unique username

5

Update: Click “Update Username” to save changes

Changing Password

1

Locate Password Section: Find “Change Password” in Settings tab

2

Enter Current Password: Type your existing password for security verification

3

Create New Password: Your new password must contain:

• At least 8 characters
• One uppercase letter
• One lowercase letter
• One number
• One special character

4

Confirm New Password: Re-type the new password to ensure accuracy

5

Update Password: Click “Update Password” to save securely

Security Note: Use the eye icon to toggle password visibility while typing. Always use strong, unique passwords.

Changing Barber Profile Image

Update the barber photo displayed on the homepage “Meet Your Barber” section.

Uploading New Barber Photo

1

Go to Settings: Navigate to the “Settings” tab in admin panel

2

Find Photo Section: Scroll to “Update Barber Photo” section

3

View Current Photo: See the current barber photo preview (circular format)

4

Select New Photo: Click “Choose file” and select your image

• Accepted formats: JPG, PNG, GIF
• Recommended: Square images (1:1 ratio)
• Maximum file size: 2MB

5

Upload: Click “Upload Photo” to process and save

6

Verify Update: Check the homepage to see your new barber photo

Auto-Optimization: Images are automatically converted to WebP format for faster loading.

Logo Management

Upload or change the business logo that appears next to “BarberShop” in the header.

Uploading Shop Logo

1

Access Logo Settings: Go to Settings tab, find “Customize Shop Logo” section

2

Check Current Logo: View existing logo preview or “No logo uploaded” placeholder

3

Choose Logo File: Click “Choose Logo” button to select your image

• Supported formats: JPG, PNG, WebP, GIF
• Recommended: Horizontal/landscape orientation
• Maximum file size: 2MB
• Ideal dimensions: 120px height or less

4

Preview: See logo preview before uploading

5

Upload Logo: Click “Upload Logo” to save and apply

6

Verify Display: Check the header on both main pages to see your logo

Removing Logo

1

Access Logo Settings: Navigate to “Customize Shop Logo” in Settings

2

Remove Logo: Click the red “Remove Logo” button

3

Confirm Removal: Confirm the action when prompted

4

Result: Header returns to text-only “BarberShop” display

Setting Days Off

Configure up to 3 weekly days when you’re not available for appointments.

Managing Weekly Closed Days

1

Access Days Off: Go to Settings tab, find “Manage Days Off” section

2

View Current Settings: See which days are currently marked as closed

3

Select Closed Days: Check up to 3 days per week:

• Sunday through Saturday options available
• Maximum 3 days can be selected
• Counter shows “X/3 days selected”

4

Save Changes: Click “Update Days Off” to apply new schedule

5

Verify Impact: Closed days will be automatically blocked in the booking calendar

How It Works: Days off are automatically blocked in the customer booking calendar. Customers cannot select these days for appointments.

Changing Days Off

1

Review Current Schedule: Check which days are currently blocked

2

Uncheck Days: Uncheck days you want to make available

3

Check New Days: Select new days you want to close

4

Update: Click “Update Days Off” to save changes

Important: Changing days off affects future bookings immediately. Existing approved appointments are not automatically cancelled.

Blocked Time Slots

Block specific time slots on available days for personal appointments or breaks.

Adding Blocked Time Slots

1

Find Block Time Section: In Settings tab, scroll to “Block Time Slots”

2

Select Date: Choose the specific date you want to block using the date picker

3

Choose Time: Select the time slot from the dropdown menu

• Only available time slots are shown
• Already booked times won’t appear
• Times follow your business hours

4

Add Block: Click “Add Blocked Slot” to save

5

Verify Blocking: Check that the slot appears in “Blocked Time Slots” list below

Managing Existing Blocked Slots

1

View Blocked Slots: See all blocked time slots in the list below the form

2

Review Details: Each item shows:

• Date and day of week
• Blocked time slot
• Remove button (red X)

3

Remove Blocks: Click the red X button next to any slot to unblock it

4

Confirm Removal: Confirm when prompted to remove the block

Best Practices for Time Blocking

Lunch Breaks: Block your lunch time consistently across multiple days

Personal Appointments: Block slots for your own appointments or meetings

Plan Ahead: Block slots in advance for known unavailable times

Regular Review: Remove old blocks to keep slots available for customers

General Maintenance Tips

Best practices for keeping your barbershop application running smoothly and securely.

Daily Maintenance Tasks

Check Pending Appointments: Review and approve/cancel new bookings promptly

Send Appointment Reminders: Use bulk email for next-day appointments

Update Time Blocks: Add blocks for unexpected unavailability

Weekly Maintenance Tasks

Clean Up Cancelled Appointments: Delete old cancelled appointments to keep data organized

Review Blocked Slots: Remove outdated time blocks for past dates

Review Booking Patterns: Check which services and times are most popular

Monthly Maintenance Tasks

Update Password: Change your admin password regularly for security

Review Photos: Update barber photo or logo if needed

Send Thank You Emails: Appreciate loyal customers with bulk thank you messages

Security Best Practices

Strong Passwords: Use complex passwords with mixed characters, numbers, and symbols

Logout Properly: Always use the logout button when finished with admin tasks

Private Sessions: Don’t access admin panel on public or shared computers

Keep Browser Updated: Use latest browser version for security patches

Performance Tips

Optimize Images: The system automatically converts images to WebP for faster loading

Clean Old Data: Regularly delete old cancelled appointments and expired blocks

Regular Updates: Keep your system updated and clear browser cache if needed

Need Additional Help?

If you encounter any issues or need assistance with advanced features:

Contact technical support via email

Review this instructions page regularly

Try refreshing the page if features aren’t working