Appointments

Appointments are meetings with your customers, such as a consultation or a treatment. You can schedule an upcoming appointment, or log one that happened outside Nuvioo. Appointments that customers book through a meeting link also appear here.

Appointments

In the sidebar, under Calendar, click Appointments. Schedule an appointment and Log appointment show only if your role can create appointments.

Find an appointment

The list groups appointments by date, newest first. Scroll to load more. Click the arrow on a card to open its details.

Type in Search to find appointments by title or description. Use the filters on the right:

Filter	What it does
Sort by	ASC lists the earliest date first. DESC lists the latest first.
Appointment status	Tick Confirmed, Pending or Cancelled.
Payment status	Tick No payment, Pay full, Pay deposit or Pay later. This is the payment option chosen on the appointment.
Date range	Pick dates, or a shortcut such as Today or Last 30 days.
Staff assigned	Show one staff member’s appointments.

Click Clear filters to reset them all.

Statuses

Status	When an appointment has it
Pending	You scheduled it with a payment option (pay full, deposit or later) and no payment is accepted yet.
Confirmed	You scheduled it with no payment, a customer booked it with no payment due upfront, or a payment was accepted.
Completed	It was logged with Log appointment.
Cancelled	Someone cancelled it.

The payment label on each card is Free, Pay later, Unpaid, Partially paid, Paid, Partially refunded or Refunded.

Schedule an appointment

1. Start an appointment

   Click Schedule an appointment. You can also click an empty time slot in the calendar.

2. Enter the details

   Fill in the fields in the next table. The staff calendar on the right shows the selected staff member’s day, so you can pick a free time.

   

   Schedule an appointment

3. Save

   Click Schedule an appointment. You see Appointment saved successfully.

Field	Required	What it does
Assign staff	Yes	The host. If your role can’t assign staff, the list shows only you.
Title	Yes	For example “Consultation - Emma Wilson”.
Attendee	Yes	The contact. Type to search.
Category, Product	No	Pick both or neither. Choosing a category limits the products. Required when Is paid service? is ticked.
Date	Yes	You can’t pick a past date.
Start time, End time	Yes	The end must be after the start.
Location type	No	See Location and video.
Description	No	Shown to the attendee in the confirmation.
Allow attendees to reschedule or cancel appointment	No	Adds reschedule and cancel links to the confirmation email. See Reschedule or cancel as the customer.
Allow attendees to invite guests for this appointment.	No	Shows Maximum guests allowed, which you must fill in. Attendees add guest emails on the page they open from your email.
Set reminder	No	See Reminders.
Is paid service?	No	Collects payment. See Payment.

If your role can create contacts, Add new attendee opens a short form to create the attendee without leaving the page. First name, Last name, Phone and Email are all required. You see Duplicate email if a contact already uses that email.

If your role can open services, Go to service takes you to your services and products. See Services and products.

Warning

Saving emails the attendee, any guests and the assigned staff a confirmation with a calendar invite. Choosing Zoom creates a real Zoom meeting.

Staff conflicts

When you save, Nuvioo checks two things. If either fails, a dialog asks you to confirm.

Dialog	Why it appears	Your choices
The event time conflict with the staff member	The time is outside the staff member’s working hours, or overlaps their blocked-off time.	Cancel and choose another time. Confirm saves it anyway.
Error conflict with another synced calendar	The time overlaps an event in a Google or Outlook calendar that is set to Check for conflicts.	Cancel or Confirm.

Note

This check does not look at other Nuvioo appointments, so two appointments can overlap for the same staff member. Use the staff calendar on the right of the form to avoid double-booking.

Location and video

Choose a Location type. Virtual stays disabled until you pick a staff member.

Type	What you set
In person	Pick an Address from the staff members’ saved locations, or click Add new location. You set addresses in Calendar settings.
Virtual	Under Meeting platforms, click Add next to Google Meet or Zoom. A Google Meet link is created straight away. A Zoom meeting is created when you save. Click Remove to take one off.
Phone call	Pick a Call initiator. With Attendee, choose the staff Phone number the attendee calls, or click Add phone number. With Staff, choose the Attendee’s phone number.
Custom	Type any text in Custom location.

For a virtual meeting, the selected staff member must connect Google Meet or Zoom first. If they haven’t, you see a message instead. If it’s you, click Go to Integration Settings. See Integrations. Everyone on the appointment gets the meeting link in the confirmation email.

Reminders

Set reminder adds an alarm to the calendar invite, and to the event in a synced Google or Outlook calendar. Pick 1 day(s), 7 day(s) or 1 month(s) before the start. Or type an amount, choose day or month, and click Add.

Nuvioo doesn’t send a separate email or text for this reminder. The attendee’s calendar app shows it.

Payment

Tick Is paid service? and pick at least one Product. Then choose Collect for this service:

Option	What happens
Pay full	Payment is required to confirm the appointment.
Pay deposit	A deposit is required to confirm it. Enter the Deposit. It can’t be more than the total. The Outstanding balance shows what remains.
Pay later	The customer pays when the service is done.

The Summary lists each product with its price, which you can change for this appointment. Choose a Tax rate, or add one if your role allows it. The Total includes tax.

A paid appointment starts as Pending. The attendee gets a payment link in the confirmation email. It becomes Confirmed when a payment is accepted. Once a payment is taken, you can’t change the category, product or payment options.

Work with an appointment

Open a card to see the attendee’s contact details, the location, Assigned staff, Notes and Payment summary. A phone call set to Staff shows Call Attendee. A virtual meeting shows Join Google Meet or Join Zoom. View confirmation opens a summary of the appointment with a link you can copy.

Manage appointment shows only if your role can edit appointments, and only until the appointment is completed, cancelled or past.

Action	What it does
Reschedule	Change the Date, Start time and End time, and add a Reason. Click Save. The attendee, guests and staff get an updated invite. The same staff conflict checks apply.
Edit	Opens the same form as scheduling, filled in. Saving emails everyone an update. Only roles that can assign staff can change Assign staff.
Cancel	Sets the status to Cancelled straight away. It asks for no reason. If a payment was already taken, a dialog asks you to confirm.
Manage staff	Change who hosts. Search for staff, check their availability on the calendar, and click Save. At least one is required.

Warning

Cancel does not email the attendee. Tell them yourself. It does remove the event from synced Google and Outlook calendars.

Take payment and refund

Click Accept payment while an appointment isn’t fully paid. Choose a Payment method: Terminal, Cash, Manual Entry or Check. A successful payment sets the appointment to Confirmed. View receipt then shows the receipt.

On a cancelled appointment with payments, Refund opens Select transaction to refund. Enter the amount for each transaction, up to what you can refund, and a Reason for refund. Refunds can take 5 to 10 business days to appear on the customer’s statement.

Log an appointment

Use Log appointment to record an appointment that happened outside Nuvioo. Nothing is sent to anyone, staff conflicts are not checked, and past dates are allowed. The appointment is saved as Completed.

1. Open the form

   Click Log appointment.

2. Enter the details

   Choose the Attendee, the Date and times, and Assign staff. These are required. Optionally add a category, product, location and guest emails with Add guest.

3. Record payment

   Tick Is paid service? to enter the Amount paid, Payment method (Cash, Check, Manual Entry or Terminal), Date of payment and notes. This is for record-keeping only. No payment is processed.

4. Save

   Click OK.

Log appointment

A logged appointment shows as Logged appointment with Edit and Delete on its card. The title is the category name, or Logged appointment if you chose none.