Scheduling That Books Itself -- Even When Slots Open Up
Multi-view calendar with drag-and-drop, recurring appointments, buffer times, and per-staff availability. Smart waitlist that auto-books when slots open — even on reschedule. Check-In status with auto-bill rules. Intake forms attached to every booking with AI heads-up surfaced before the appointment starts.
May 12 — 18
Mia
Jordan
Taylor
Waitlist — 12:30 slot opened by reschedule
SMS sentAI risk flag: Contraindication on intake form — Mia / 12:30
ReviewEvery Scheduling Layer — In One Platform
Calendar, waitlist, check-in status, and intake forms all connected. Slots that open from reschedules go straight to the waitlist. Forms auto-attach at booking. AI flags arrive before the tech does.
Multi-view calendar
Day / week / month views with drag-and-drop, recurring appointments, buffer times, and per-staff availability.
Smart waitlist
Auto-books when slots open — fires on reschedule, not just cancellation. Three matching modes. 30-min SMS hold.
Check-In status
New appointment status between Confirmed and Passed. Per-location auto-bill on check-in. Automation trigger.
Forms on booking
Intake forms auto-assigned at booking creation. AI risk-flag banner surfaces on booking detail before the tech arrives.
Multi-View Calendar
Day / week / month views with drag-and-drop. Recurring appointments. Buffer times before and after. Per-staff availability windows. The calendar that runs the rest of the business.
Drag-and-drop scheduling
Reschedule visually. Drop an appointment to a new slot or a different technician. Conflict detection fires on drop.
- Drag to reschedule within any calendar view
- Drop to assign appointment to a different tech
- Snap to configurable time-grid increments
- Conflict detection fires instantly on drop
- Audit log of every drag-and-drop edit
Recurring appointments
Set up weekly, biweekly, or monthly recurring series. Edit one occurrence or the full series. Future occurrences created automatically.
- Daily / weekly / biweekly / monthly recurrence rules
- Per-occurrence edits without breaking the series
- Series-or-occurrence editing UX on every change
- Automatic future-occurrence creation on series creation
- Audit log per recurring series
Buffer times before/after
Automatic gap management between appointments. Prevents double-booking within buffer windows. Faded blocks visible on calendar.
- Per-service buffer-time configuration
- Before and after buffers set independently
- Prevents double-booking within the buffer window
- Buffer blocks visible as faded slots on the calendar
- Per-location override for buffer defaults
Per-staff availability
Hours, days off, and capacity per hour configured per technician. Location-aware. Override per individual booking.
- Per-tech availability windows (days + hours)
- Time-off and vacation tracking
- Capacity limits per hour per tech
- Location-aware availability routing
- Override per booking when needed
Smart Waitlist with Auto-Book
When a slot opens — even from a reschedule, not just a cancellation — waitlist fires intelligently. Match customers by time window, technician preference, and date range. Auto-book if customer has a card on file. SMS offer with 30-min hold otherwise.
3 matching modes
First-in-line, Blast, or Manual. Choose per location. First-in-line prioritizes the longest-waiting matching customer. Blast sends to all at once.
- First-in-line: highest-priority oldest-waiting customer first
- Blast: SMS offer to all matching customers simultaneously, race to accept
- Manual: staff reviews waitlist and offers the slot by hand
- Per-location mode selection in location settings
30-min SMS hold
Customer gets an SMS with accept and decline links. Slot held for 30 minutes. Auto-expires and returns to availability if no response.
- SMS includes slot summary with accept/decline links
- 30-minute hold timer starts on send
- Auto-expire returns slot to open availability
- Sibling waitlist entries auto-cancel when one accepts
- Audit log of all offers and responses
Auto-book with card-on-file
When a customer opts in and the location has auto-book enabled, the slot is booked instantly — no offer flow needed.
- Customer opts in during waitlist join
- Location-level auto-book setting must be enabled
- Card-on-file required for instant auto-book
- Instant SMS confirmation on auto-book
- Audit log of every auto-book event
Reschedule trigger (competitor gap)
Waitlist fires when a customer reschedules — not just on cancellation. The rescheduled slot opens and waitlist matches it automatically.
- Old slot released when any customer reschedules their appointment
- Waitlist matching fires immediately on reschedule slot open
- Audit log shows reschedule vs cancellation as the slot source
- No additional configuration required
- Default-on per location (can be disabled in location settings)
AI endpoint for receptionist
AI receptionist can place customers on the waitlist mid-call via POST /api/waitlist/join. Natural-language dates parsed. Per-location auto-book respected.
- POST /api/waitlist/join for AI agent use
- Natural-language date and time input parsed automatically
- Per-location auto-book configuration respected
- Audit log per AI-initiated waitlist join
- See AI Receptionist at /product/ai-agents
Check-In Status
Customer arrives, staff hits Check-In. New appointment status enables per-location rules: auto-bill on check-in (instead of pass time), inventory deduction, automation triggers.
New 'Checked In' status
A new appointment status between Confirmed and Passed. Per-location enable. Status badge visible on calendar and booking detail.
- Per-location enable in location settings
- Status badge visible on calendar and booking detail view
- Auto-bill rule configurable per location
- Audit log of every check-in event
- Integration with payment-due policies
Per-location auto-bill rules
Bill on check-in instead of waiting for pass time. Reduces unpaid no-show risk. Charges the card-on-file at the moment of check-in.
- Per-location enable for auto-bill on check-in
- Charges card-on-file at the time of check-in
- Reduces unpaid no-show risk
- Audit log per auto-bill event
- Integration with refund-on-cancel rules
Automation trigger
booking.checked_in event fires your automation rules. Send a welcome SMS, create a follow-up task, or update contact tags on arrival.
- booking.checked_in event available in automation rules
- Send welcome SMS on check-in
- Create a follow-up task automatically
- Update contact tags on check-in
- Audit log per automation trigger
Forms on Booking
Intake forms auto-assigned at booking creation. Customer fills before arrival. AI risk-flag banner surfaces on booking detail before the tech opens the chart. Full detail at /product/forms.
Auto-assignment rules
Configure which forms attach to which services and locations. New customer vs returning. Manual override per booking.
- Per-service form assignment rules
- Location-scoped assignment rules
- New-customer vs returning-customer rule types
- Audit log of every assignment
- Manual override per individual booking
AI risk flags
AI reads form answers on submit. Red-banner alerts surface on the booking detail before the tech opens the chart. Severity-ranked. Staff can override with judgment.
- AI reads answers on form submission
- Red-banner alert on booking detail for flagged answers
- Severity-based ranking of flags
- Staff can override with judgment and a note
- Audit log per flag with AI reasoning
Signed PDF artifacts
Watermarked PDF per submission. One-click download from booking detail. S3 archival with retention policy. Legal-archive ready.
- Watermarked PDF generated per form submission
- One-click download from booking detail
- S3 archival with configurable retention policy
- Customer and tech can re-access via magic link
- Audit log of every PDF download
Booking Rules
Configurable per location. Advance notice minimums, buffer between appointments, max future window, no-show policies, payment rules.
Per-location booking rules
Advance notice minimums, buffer between appointments, max future booking window, no-show policies, and payment rules — all per location.
- Advance-notice minimum (e.g., 2 hours before)
- Per-service buffer overrides
- Max future booking window (e.g., 90 days out)
- No-show policy per location
- Payment-due policy per location
Booking statuses
Full configurable status workflow. Booked, Confirmed, Checked In, Passed, Completed, No Show, Canceled. Automation triggers per status transition.
- Booked / Confirmed / Checked In / Passed / Completed / No Show / Canceled
- Per-location status name overrides
- Automation trigger on every status transition
- Audit log of every status change
Payment rules
Pre-pay required, deposit at booking, or charge on pass/completion. Payment-due window per location. Full audit trail.
- Pre-pay required at booking time
- Deposit required at booking (remainder later)
- Charge-on-pass or charge-on-completion options
- Payment-due window per location
- Audit log of every charge event
Notifications
Confirmation and reminder cadence per location. SMS, email, and WhatsApp routing. Staff alerts on no-show, late, and payment-failed events.
- Confirmation and reminder cadence per location
- SMS / email / WhatsApp routing configurable
- Per-event notification preferences
- Staff alerts on no-show, late, and payment-failed
- Audit log per notification send
Online Booking + AI
Online booking flow, AI receptionist booking, and intake forms — three customer-facing surfaces that all write to this same calendar. Full detail on each dedicated page.
Connected to the Rest of the Platform
Scheduling is the hub. Every module connects through it.