Appointments
Appointments menu group — day agenda, Calendar, list, rooms, and (if enabled) Client forms.
What is an appointment?
An appointment (RDV) typically links:
flowchart LR client[Client] ss[Sub_service] staff[Employee] rdv[Appointment] client --> rdv ss --> rdv staff --> rdv
| Element | Role |
|---|---|
| Client | Who is coming |
| Sub-service(s) | What (catalogue price / duration) |
| Employee (staff) | Who performs it |
| Room | Where (if the store manages rooms) |
| Times | Start / end |
| Status | Booking status (pending, accepted, cancelled…) |
| Flow | Same-day progress (ready, in room, completed…) — see Day agenda |
Two ways to create
1) From the storefront website
The client books online.
| Point | Behaviour |
|---|---|
| Status on creation | Pending |
| Email / SMS | “Appointment pending” notification (depending on templates / modules) |
| Admin | Notification in the notifications menu at the top of the admin |
| Cancellation by the client | The client can always cancel their appointment before the limit defined in settings (Website Settings / storefront booking settings — e.g. Free cancellation limit: X hours before start) |
After the team accepts or declines, the client may receive further notifications depending on the status.
2) From the EliaFlow admin
An EliaFlow user creates the appointment in:
- the appointments calendar, or
- the Appointments list, or
- the client record (Appointments tab).
| Point | Behaviour |
|---|---|
| Status on creation | Accepted immediately (+ flow Ready to start) |
| Editing | Date, times, staff, room, services… as long as the appointment is not in a “closed” status (see below) |
| Cancellation | Cancelled by the seller (team) — distinct from client cancellation |
Editing an appointment (admin) and notifications
The team can edit an appointment (times, date, etc.) or cancel it (cancelled by the seller), within status limits.
Before saving, the EliaFlow user chooses whether to send a notification to the client:
| Option | Effect |
|---|---|
| Email notifications | Yes / No |
| SMS notifications | Yes / No |
This way you control whether the client is notified on each change.
On the calendar, drag and drop (move / duration) follows the same idea in two steps: first Confirm changes / Cancel changes, then — if a notification is possible — Save and send or Save without notifying. Detail: Calendar — drag and drop.
The same toggles also drive automatic reminders (14 d / 48 h / 2 h): one channel per reminder, SMS first; email only goes out if SMS is not possible / not checked and Notify by email is checked. Detail and examples: Appointment notifications.
Manual send at any time
Independently of an edit, you can send an email (and often an SMS) to the client with the appointment’s current status — actions such as “Send email / SMS notification” on the list or the record.
(Depending on status; some statuses such as no-show may not have a send template.)
Booking statuses
| Status | Meaning |
|---|---|
| Pending | Request (often from the website); not yet confirmed |
| Accepted | Confirmed by the team (admin creation = already accepted) |
| Declined | Request declined |
| Cancelled by the client | The client cancelled (within the allowed window or via process) |
| Cancelled by the seller | The team cancelled |
| No-show (Absent) | Client did not show up (often from the Day agenda) |
Date / time: generally not editable once the appointment is cancelled, declined, or no-show.
Flow statuses (Day agenda)
The operational flow follows progress during the day (kanban) — distinct from booking status:
| Flow | Meaning |
|---|---|
| Ready to start | Scheduled, not yet in the room |
| In room | In progress → often creates the unpaid invoice |
| Completed | Visit finished (time in room recorded) |
| Absent | No-show in the day’s flow |
Details: Day agenda.
Duplicate an appointment
You can duplicate an appointment (list, calendar, actions menu) to quickly create a new one on another date, reusing the details (client, services, etc.).
Useful rules
| Rule | Explanation |
|---|---|
| Time slot | Avoids overlaps by staff / room (admin settings; the website never accepts overlap). |
| Archived sub-service | No longer offered for a new appointment. |
| Billing | An appointment can be linked to an invoice (e.g. when moved to In room). |
| Same agenda | Website and admin feed the same appointment system. |
Client forms (pre-appointment)
If Client forms is enabled (Module control) and your role has rights: FR/EN designer, PDF import, public link, send with appointment reminders.
Details: Client forms.
Menu pages
| Admin menu | Guide page |
|---|---|
| Day agenda | Day agenda |
| Calendar | Calendar |
| Appointments | Appointments (list) |
| Room schedules | Room schedules |
| Client forms | Client forms |
Settings: calendar · notifications / reminders · website booking · emails · SMS.
Success criteria
- I can tell apart website creation (pending + client cancellation before the settings limit) and admin creation (accepted).
- Before an edit, I choose whether to send email / SMS to the client.
- I can resend the current status by email manually.
- I know the booking statuses and the Day agenda flows.
- I can duplicate an appointment onto another date.
- If the module is ON, I know where to manage client forms.