27.1 Overview

The Appointments feature allows visitors to select an available date and time through the public VCard and submit a booking request.

The appointment system supports:

Appointments are configured inside the individual VCard editor. Submitted bookings are managed through the separate Appointments option in the main customer dashboard.

The Appointments editor appears as its own section in the VCard editing menu.

27.2 Appointment Configuration Versus Appointment Management

The system has two appointment areas.

VCard Editor → Appointments

Use this area to configure:

1. Available weekdays
2. Starting and ending times
3. Multiple daily sessions
4. Free or paid appointment type
5. General appointment price
6. Services available for booking
7. Service-specific amounts

Main Dashboard → Appointments

Use this area to manage bookings submitted by visitors.

The main dashboard provides a separate Appointments destination outside the VCard editor.

Do not confuse the two areas.

27.3 Appointments Versus Business Hours

The Business Hours and Appointments sections are separate.

Business Hours

Tell visitors when the business is generally open.

Appointments

Determine the exact sessions that can be selected through the booking form.

Example:

A business can be open for several hours while offering only selected appointment sessions.

Changing Business Hours does not automatically change appointment availability. Review and save both sections separately.

27.4 Appointments Versus External Scheduling Tools

The VCard has its own appointment-booking system.

Use it when visitors should:

1. Select dates from the VCard
2. Select saved time sessions
3. Choose an appointment service
4. Pay through configured payment methods
5. Create records in the Book dashboard
6. Appear in the Book appointment calendar

Use an external scheduling system through a Custom Link or Iframe when the business must continue using a different calendar or booking provider.

The internal Appointment calendar should not be assumed to provide automatic two-way synchronization with Google Calendar, Outlook, or another external calendar unless that integration has been separately implemented and verified.

Opening the Appointments Editor

27.5 Opening Appointments

From the dashboard:

1. Select VCards.
2. Locate the digital card you want to configure.
3. Select the card name or the Edit icon.
4. Select Appointments from the VCard editor menu.

On a phone or smaller screen, select the VCard editor menu icon before choosing Appointments.

The screen displays all seven weekdays followed by the appointment-pricing and service-assignment controls.

27.6 Understanding the Appointment Screen

The editor contains three primary areas:

The weekly schedule contains:

1. A checkbox for each weekday
2. Start and end time selectors
3. Add-session control
4. Delete-session control
5. Copy-to-other-days control

The pricing area contains:

1. Free option
2. Paid option
3. General price field

The service area contains:

1. Add Service
2. Service Name
3. Amount
4. Delete service row

Configuring Weekly Availability

27.7 Understanding the Weekday Schedule

Each weekday has its own row.

The weekday checkbox controls whether that day participates in the appointment schedule.

Checked weekday

The saved time sessions for that day can be made available to visitors.

Unchecked weekday

That weekday is not available for appointment booking.

The system saves the schedule as recurring weekly availability rather than individual calendar dates.

Example:

The editor provides weekday checkboxes and an Add control beside each day.

27.8 Enabling a Weekday

To make a day available:

1. Locate the weekday.
2. Select its checkbox.
3. Review the first Start and End selectors.
4. Choose the beginning time.
5. Choose the ending time.
6. Add more sessions when needed.
7. Select Save after configuring all days.

Do not check a day without reviewing its time selectors.

27.9 Disabling a Weekday

To stop accepting bookings on a recurring weekday:

1. Open Appointments.
2. Clear that weekday’s checkbox.
3. Review the remaining weekdays.
4. Select Save.
5. Test the public booking calendar.

This affects the recurring weekday schedule.

For example, clearing Monday prevents new appointments from being offered on Mondays generally. It is not a one-date exception for a single Monday.

27.10 No Date-Specific Blackout Field

The visible Appointment editor does not provide separate fields for:

When one specific date must be unavailable, review existing bookings and manage the public booking process carefully.

Possible operational approaches include:

1. Temporarily hiding Appointments
2. Temporarily removing the affected recurring session
3. Informing customers through the Banner or Description
4. Using an approved external scheduling system when date-specific exceptions are essential

Remember that changing a recurring weekday affects every occurrence of that weekday until the schedule is restored.

Creating Appointment Sessions

27.11 Start and End Times

Each appointment session contains:

Example:

The duration is determined by the difference between the selected Start and End times.

There is no separate Appointment Duration field.

Example:

27.12 Selecting a Valid Time Range

The Start Time must occur before the End Time.

The editor automatically restricts incompatible end-time choices after the Start Time is selected.

When several sessions are created on the same day, the interface also restricts later session choices to help prevent an invalid sequence.

Always review the complete day before saving.

27.13 Creating One Session

Example configuration:

Procedure:

1. Check Wednesday.
2. Select 10:00 AM as the Start Time.
3. Select 11:00 AM as the End Time.
4. Select Save.
5. Test an upcoming Wednesday publicly.

The appointment form will use the saved time range as one selectable session.

27.14 Adding Multiple Sessions to One Day

Select the plus icon beside the weekday to add another session.

Example:

To add the second session:

1. Check the weekday.
2. Configure the first Start and End times.
3. Select the plus icon.
4. Configure the next session.
5. Repeat when another session is needed.
6. Select Save.

The appointment editor’s slot partial supports multiple Start and End pairs for the same day.

27.15 Avoid Overlapping Sessions

Do not configure overlapping ranges.

Incorrect:

Better:

Although the interface restricts many invalid selections, the card owner should still confirm that every daily session is separate and operationally possible.

27.16 Adding Preparation or Travel Time

The system does not provide a separate Buffer field.

Create buffer time by leaving space between sessions.

Example:

Do not create a public session for the buffer period.

27.17 Accounting for Service Length

When different services require different amounts of time, design the schedule accordingly.

Example:

The current appointment schedule stores exact available Start and End ranges. It does not display a separate duration field for every assigned service.

When service durations differ significantly, create clearly separated sessions or use an external scheduling workflow that supports service-specific durations.

27.18 Deleting a Session

Each saved time pair contains a trash icon.

To remove one session:

1. Locate the weekday.
2. Find the unwanted Start and End time pair.
3. Select its trash icon.
4. Review the remaining sessions.
5. Select Save.

Removing a session from the editor does not automatically cancel appointments that were previously submitted for that time.

Review existing appointment records before changing an active schedule.

27.19 Removing the Final Session

When the final session for a weekday is removed, confirm whether the weekday remains checked.

A weekday without a usable session should not remain publicly enabled.

After removing the last session:

1. Clear the weekday checkbox when necessary.
2. Select Save.
3. Open the public booking form.
4. Confirm that the day is unavailable.

Copying a Daily Schedule

27.20 Understanding Copy

The copy control allows one weekday’s sessions to be copied to one or more other weekdays.

This is useful when several days have the same availability.

Example:

The editor provides a copy menu beside each weekday and lets the card owner select the destination days.

27.21 Copying Sessions to Other Days

To copy a schedule:

1. Fully configure the source weekday.
2. Select its copy icon.
3. Check each destination weekday.
4. Select Copy.
5. Review every copied weekday.
6. Correct any day that requires different hours.
7. Select Save.

The copied days become checked and receive the source day’s time pairs.

27.22 Copying an Unavailable Day

If a source weekday has no usable session, copying it can make the selected destination days unavailable.

Review the source day before using Copy.

Do not copy from a day that was accidentally cleared.

27.23 Review Copied Schedules

Copying saves time, but the copied schedule may not be appropriate for every day.

Review:

1. Opening and closing times
2. Lunch periods
3. Travel requirements
4. Staffing
5. Weekend availability
6. Service duration
7. Existing bookings
8. Local holidays

Do not assume Copy has completed the entire scheduling review.

Appointment Type

27.24 Free or Paid

The Appointment Type section provides two options:

Free is selected initially when no Appointment Type has previously been saved.

Selecting Paid displays the general Amount field.

27.25 Configuring a Free Appointment

Choose Free when visitors should reserve the appointment without paying through the booking process.

Examples include:

1. Introductory consultation
2. Product demonstration
3. Discovery call
4. School presentation
5. Program-information meeting
6. Customer-support appointment
7. Volunteer orientation
8. Initial eligibility review

To configure:

1. Select Free.
2. Confirm that the price field is hidden.
3. Review the weekly schedule.
4. Review Appointment by Services.
5. Select Save.
6. Submit a public test booking.

27.26 Free Does Not Mean No Business Terms

A free appointment may still require rules concerning:

1. Cancellation
2. Rescheduling
3. Lateness
4. Missed appointments
5. Required documents
6. Eligibility
7. Meeting location
8. Preparation requirements

Publish those requirements through the VCard’s Terms and Conditions, service description, Banner, or another appropriate section.

27.27 Configuring a Paid Appointment

Choose Paid when the visitor must pay an appointment amount through the supported booking-payment process.

To configure:

1. Select Paid.
2. Wait for the Amount field to appear.
3. Enter the appointment amount.
4. Review the account currency.
5. Configure the appropriate payment methods.
6. Select Save.
7. Complete an authorized payment test.

The Amount field becomes required when Paid is selected.

27.28 Entering the General Appointment Amount

Enter a nonnegative numerical amount.

Example:

The interface accepts whole-number entry and removes non-numeric characters during typing.

Do not enter:

Enter only the numerical amount.

The currency is controlled through the account’s payment and currency configuration rather than a currency field in the Appointment editor.

27.29 Confirming the Currency

Before accepting paid bookings, confirm the account’s selected currency.

Examples:

The Appointment editor does not display a separate currency selector beside the amount.

The public payment process uses the configured account currency and the selected payment provider’s supported currencies.

A payment provider may reject a currency it does not support.

27.30 General Price Versus Service-Specific Price

The editor supports both:

A clear configuration is important.

General-price approach

Use one amount for the appointment regardless of service.

Example:

Service-price approach

Associate different VCard Services with different amounts.

Example:

Avoid creating unclear or conflicting amounts.

Test the public booking form and verify the exact amount shown for each visitor selection.

Appointment by Services

27.31 Understanding Appointment by Services

The Appointment by Services area allows existing VCard Services to be connected to the booking process.

Each row contains:

The card owner can add several service rows.

The service must already exist in the VCard’s Services section before it can be selected here.

27.32 Creating Services First

Before configuring service-based appointments:

1. Open Services.
2. Create each service.
3. Enter its Name.
4. Enter its Description.
5. Upload its Service Icon.
6. Save it.
7. Return to Appointments.
8. Add it under Appointment by Services.

The Appointment editor’s service dropdown is populated from the services already connected to the selected VCard.

27.33 Adding a Service to Appointments

To add a service:

1. Open Appointments.
2. Locate Appointment by Services.
3. Select Add Service.
4. Open the Service Name dropdown.
5. Select an existing service.
6. Review the automatically supplied Amount.
7. Change the Amount when appropriate.
8. Repeat for additional services.
9. Select Save.

The editor provides Add Service, a Service Name selector, and an Amount field for each row.

27.34 Automatic Service Amount

When a service is selected, the interface can fill its existing amount into the Appointment Amount field.

Review it rather than assuming it is correct.

A service may have been created before its appointment price was finalized.

Example:

Update the Appointment Amount before saving when the appointment booking should use the revised price.

27.35 Entering a Service Amount

Enter only the numerical value.

Correct:

Incorrect:

The service Amount field has a minimum of zero, and the interface filters the entry to whole-number characters.

27.36 Adding Multiple Appointment Services

Example:

Use Add Service to create each row.

Each service should be selected only once. The interface prevents the same service from being assigned repeatedly.

27.37 Duplicate-Service Warning

When the same service is selected in more than one row, the system displays a warning that the service has already been selected.

To resolve it:

1. Locate the duplicate row.
2. Choose another service, or
3. Delete the unnecessary row.
4. Review all Amounts.
5. Select Save.

27.38 Removing an Appointment Service

Select the trash icon beside the service row.

This removes the service from the Appointment by Services configuration.

It does not delete the original service from the VCard’s Services section.

Review future public bookings after removing a service.

27.39 Blank Service Row

When no appointment services have been configured, the editor displays an initial empty service row.

Complete it when service-based booking is required.

When service-based booking is not being used, leave the selection blank and confirm the public booking flow after saving.

Do not enter an Amount without selecting a Service Name.

27.40 Service Pricing Best Practice

Use service names that visitors can understand.

Clear:

Unclear:

The appointment service should match the corresponding public Services description.

Payment Configuration

27.41 Configuring Payment Methods

Paid appointments depend on the payment methods configured for the account.

The programmed appointment-payment system contains support for:

A provider can be used only when its required account information has been configured correctly and the selected currency is supported.

27.42 Appointment Editor Does Not Store Payment Credentials

Do not enter payment credentials into:

1. Appointment amount
2. Service amount
3. Service description
4. Banner
5. Custom Links
6. Custom JavaScript
7. Public VCard text

Payment credentials belong in the approved Payment Method or payment-settings area.

Never publish:

27.43 Manual Payment

Manual Payment can support a process where a visitor follows the configured manual-payment instructions and the payment is later reviewed.

Before using it:

1. Configure the Manual Payment Guide.
2. Explain the payment method clearly.
3. Explain what reference information the visitor must provide.
4. Define when the appointment becomes confirmed.
5. Review payment requests promptly.
6. Update the payment status after verification.

Do not approve a manual payment based only on a screenshot without verifying that funds were received.

27.44 Currency Compatibility

Payment providers do not all support the same currencies.

Before publishing:

1. Confirm the account currency.
2. Confirm that the chosen gateway supports it.
3. Confirm that credentials are complete.
4. Complete an authorized test payment.
5. Confirm that the booking record is created.
6. Confirm that the payment record is attached.
7. Confirm that the visitor receives the expected result.

An error stating that the currency is unsupported normally requires changing either the configured currency or the payment provider.

27.45 Paid Appointment Terms

The Terms and Conditions should address:

1. Price
2. Currency
3. Payment timing
4. Deposit versus full payment
5. Refundability
6. Cancellation
7. Rescheduling
8. Missed appointments
9. Failed payments
10. Chargebacks
11. Manual-payment approval
12. Provider fees where applicable

The Privacy Policy should explain the use of external payment providers and transaction information.

Saving the Appointment Configuration

27.46 Reviewing Before Save

Before saving, confirm that:

27.47 Saving Appointments

Select Save at the bottom of the Appointment editor.

The schedule, Appointment Type, general price, and Appointment by Services entries are submitted through the main VCard update process.

Wait for the success confirmation before leaving the screen.

27.48 Using Discard

Select Discard to return to the VCards list without saving the current changes.

Discard preserves the previously saved Appointment configuration.

It does not:

1. Delete existing bookings
2. Cancel appointments
3. Remove payment transactions
4. Delete VCard Services
5. Clear the previously saved schedule
6. Hide the public Appointment section

Unsaved changes made during the current session are lost.

Publishing the Appointment Section

27.49 Enabling Appointments in Manage Section

After configuring the schedule:

1. Open Manage Section.
2. Locate Appointments.
3. Select its checkbox.
4. Select Save.
5. Open the public VCard.

Manage Section provides a dedicated Appointments visibility checkbox.

27.50 Hiding Appointments Temporarily

To pause public bookings:

1. Open Manage Section.
2. Clear Appointments.
3. Select Save.
4. Refresh the public card.
5. Confirm that the booking section is hidden.

This preserves:

1. Weekly sessions
2. Pricing
3. Assigned services
4. Existing bookings
5. Appointment history

Hiding Appointments does not cancel appointments already submitted.

27.51 Empty Appointment Section

Do not enable Appointments until:

1. At least one weekday is configured.
2. At least one valid time session exists.
3. Pricing is complete.
4. Payment configuration is tested where applicable.
5. Services are correctly assigned where used.
6. The public process has been tested.

An enabled section with no available sessions can lead to a “no available slots” message.

Public Booking Process

27.52 Visitor Booking Flow

The public booking process generally follows this sequence:

The public templates connect the booking form to the appointment-storage route and retrieve available sessions through the card’s session-time route.

27.53 Available Dates

The public date selector uses the weekdays that have saved Appointment sessions.

Example:

Dates corresponding to weekdays without a saved session should not offer booking times.

27.54 Available Time Slots

After the visitor selects a date, the system:

1. Determines the weekday.
2. Retrieves the saved sessions for that weekday.
3. Retrieves appointments already booked for that date.
4. Removes exact sessions that have already been booked.
5. Displays the remaining available sessions.

When no session remains, the visitor receives a no-available-slots message.

27.55 Preventing Exact Double Booking

Once an exact Start and End time has been booked for a date, that session is removed from the available list for later visitors.

Example:

The card owner should still monitor bookings when manually adding or changing schedule information.

27.56 Visitor Information

Appointment records can include:

Review the Privacy Policy to ensure that appointment-related information is described accurately.

27.57 Time Zone Communication

The Appointment editor does not display a separate time-zone field beside each session.

Do not assume that every visitor understands which time zone applies.

Clearly state the business time zone in an appropriate public area when visitors may be located elsewhere.

Example:

Useful locations include:

1. VCard Description
2. Appointment-related Service description
3. Banner
4. Terms and Conditions
5. External confirmation message

Test whether the public booking page performs any automatic conversion before making a claim about visitor-local time.

27.58 Date and Time Format

The account’s configured time format can affect whether appointment times appear in:

Examples:

Review the public booking form and dashboard calendar after changing the time-format setting.

27.59 Testing a Free Appointment

To test:

1. Open the VCard in a private browser window.
2. Select the Appointment action.
3. Choose an available date.
4. Choose an available session.
5. Select a service where applicable.
6. Enter authorized test information.
7. Submit the booking.
8. Confirm that a success message appears.
9. Open Dashboard → Appointments.
10. Confirm that the booking appears.
11. Confirm that the selected slot is no longer publicly available.
12. Delete the test record when permitted.

27.60 Testing a Paid Appointment

Use a controlled payment test.

1. Confirm that Paid is selected.
2. Confirm the correct amount and currency.
3. Confirm the payment credentials.
4. Open the VCard privately.
5. Select an available date and time.
6. Enter authorized test details.
7. Choose the approved payment method.
8. Complete the provider’s test process.
9. Confirm the payment result.
10. Confirm that the appointment record appears.
11. Confirm that payment information is associated correctly.
12. Confirm that the slot becomes unavailable.
13. Confirm that the expected email is sent.

Do not use a real customer’s payment information for testing.

Managing Submitted Appointments

27.61 Opening the Appointments List

From the main dashboard:

1. Select Appointments from the left menu.
2. Review the booking list.

This area displays appointments submitted across the VCards associated with the account.

It is separate from the Appointment configuration screen inside an individual VCard.

The programmed routes include appointment list, update, calendar, deletion, and payment-status operations.

27.62 Reviewing an Appointment

For each booking, verify the available information, including:

1. Visitor name
2. Email
3. Telephone number
4. VCard name
5. Date
6. Starting time
7. Ending time
8. Service where available
9. Appointment status
10. Payment status where applicable
11. Transaction information where applicable

Contact the visitor when important information is incomplete or inconsistent.

27.63 Confirming the Correct VCard

Accounts with several digital cards may receive bookings from different VCards.

Review the VCard name before responding.

Example:

Do not assume every appointment is for the same service or staff member.

27.64 List View and Calendar View

The appointment system provides:

List View

Useful for reviewing individual booking records and management actions.

Calendar View

Useful for viewing appointments according to their scheduled dates and times.

Use the Calendar button or available calendar navigation from the Appointments area.

27.65 Appointment Calendar Information

The internal calendar can use:

1. Appointment name
2. Email
3. Phone
4. VCard name
5. Starting date and time
6. Ending date and time
7. VCard information

Use it to review the distribution of appointments across upcoming dates.

The calendar is an internal Book view and should not automatically be treated as synchronization with another calendar provider.

27.66 Reviewing the Calendar

When reviewing the calendar:

1. Confirm the correct month or week.
2. Select an appointment event.
3. Review the visitor identity.
4. Confirm the VCard.
5. Confirm the date.
6. Confirm the Start and End time.
7. Compare it with internal staff schedules.
8. Contact the visitor when clarification is required.

Appointment Status

27.67 Updating an Appointment

The Appointments list includes a programmed update operation.

When the available appointment action is approved, the system updates the booking to its completed state and sends the configured appointment-approval email to the visitor.

Use the status action only after reviewing:

1. Visitor information
2. Date and time
3. Service
4. Payment status
5. Staff availability
6. Any manual-payment evidence

27.68 Approval Email

The system can send an appointment approval email containing appointment information such as:

Email delivery depends on the system mail configuration.

After updating an appointment:

1. Confirm that the status changes.
2. Confirm that no error appears.
3. Check whether the visitor received the message.
4. Review mail settings when delivery fails.

27.69 Payment Status

Paid and manual-payment appointments may include a separate payment status.

Update payment status only after verifying the transaction.

An approved payment-status action can trigger the appointment-approval email.

Do not mark payment approved merely because:

1. The visitor says it was paid.
2. A screenshot was uploaded.
3. A payment attempt was started.
4. A transaction is pending.
5. A reference number was entered.

Verify the funds through the approved payment account.

27.70 Payment and Appointment Status Are Different

A paid booking can involve two separate questions:

Review both.

Example:

Do not confirm the appointment as paid until payment has been verified according to business policy.

Deleting Appointments

27.71 Deleting a Free or Nontransaction Appointment

The programmed deletion process allows an appointment to be deleted when it does not have an attached appointment transaction.

To delete:

1. Open Dashboard → Appointments.
2. Locate the booking.
3. Confirm that the correct record is selected.
4. Select Delete.
5. Approve the confirmation.
6. Refresh the list.
7. Review the public availability for that date.

Deleting a record can make its exact time session available again if the session remains in the recurring schedule.

27.72 Paid Appointments Cannot Be Deleted Through the Standard Action

When an appointment has an associated transaction, the standard deletion action returns:

This protects the relationship between the appointment and its transaction record.

Do not attempt to bypass this restriction by directly modifying the database.

Paid appointment corrections should be handled through an approved administrative and financial process that preserves transaction history.

27.73 Before Deleting an Appointment

Confirm:

1. The visitor has been informed where appropriate.
2. The appointment is truly cancelled.
3. The payment has been reviewed.
4. Refund requirements have been addressed.
5. The correct record is selected.
6. The business does not need to retain the record.
7. The slot should become available again.

Deletion is not a replacement for a documented cancellation or refund process.

27.74 No Visible Restore Control

The Appointments area does not provide a visible recycle bin or restore action.

Before deleting a permitted appointment, record any information that the business must retain according to its approved procedures.

Changing Appointment Availability

27.75 Schedule Changes Do Not Automatically Reschedule Existing Bookings

Changing a recurring session does not automatically move previously submitted appointments.

Example:

An existing booking for Monday at 10:00 AM may still remain in the Appointments list.

Before changing active availability:

1. Review future bookings.
2. Identify affected visitors.
3. Contact them.
4. Confirm replacement arrangements.
5. Update the recurring schedule.
6. Test public availability.

27.76 Temporarily Pausing Bookings

Use Manage Section to hide Appointments temporarily when:

1. The business is closed.
2. Staffing is unavailable.
3. Payment configuration is being repaired.
4. The schedule is being redesigned.
5. The business has reached capacity.
6. Public booking should stop immediately.

Hiding the section preserves existing records and configuration.

27.77 Reopening Appointments

Before restoring public visibility:

1. Review every weekday.
2. Review every session.
3. Review service amounts.
4. Review the general appointment price.
5. Confirm the currency.
6. Test payment methods.
7. Review existing future appointments.
8. Enable Appointments in Manage Section.
9. Submit a new test booking.

Appointment Policies and Communication

27.78 Publish a Cancellation Policy

The visible Appointment editor does not contain a cancellation-policy field.

Use Terms and Conditions or another public section to explain:

1. Required cancellation notice
2. Rescheduling rules
3. Late-arrival rules
4. Missed-appointment handling
5. Deposit retention
6. Refund process
7. Contact method

Do not rely only on information sent after booking.

27.79 Publish Preparation Instructions

Visitors may need to bring or prepare:

1. Identification
2. Documents
3. Account information
4. Project materials
5. Financial information
6. Site photographs
7. Questions
8. Equipment
9. Parent or guardian approval

Include preparation instructions in:

1. Service description
2. Terms and Conditions
3. Confirmation email
4. External document
5. Custom Link
6. Appointment-related Blog

Do not request highly sensitive information through an unsecured public form.

27.80 Meeting Location

Clearly explain whether the appointment is:

The Appointment editor does not display a dedicated meeting-location field.

Use the service description, confirmation message, Business Location, Terms, or another approved communication method.

27.81 Video Meeting Links

Do not publish a reusable private meeting link openly when it could be misused.

Send appointment-specific meeting details through the approved confirmation or follow-up process.

Review access settings before sharing:

1. Meeting ID
2. Passcode
3. Waiting room
4. Host controls
5. Recording settings
6. Attendee permissions

Appointment Strategy Examples

27.82 Free Consultation Schedule

27.83 General Paid Appointment

Use when every appointment has the same price.

27.84 Service-Based Appointments

Test how free and paid services are presented before public distribution.

27.85 School Demonstration Schedule

Clearly state the applicable time zone and the intended participants.

Duplicated VCards

27.86 Reviewing Appointments After Duplication

After duplicating a VCard:

1. Open the duplicated card.
2. Select Appointments.
3. Review every weekday.
4. Review every session.
5. Review Free or Paid.
6. Review the general price.
7. Review each assigned service.
8. Replace service amounts where necessary.
9. Review payment settings.
10. Test the public booking process.

A duplicated card may retain schedule and pricing information intended for the original person or department.

27.87 Duplication Risks

A duplicate may unintentionally use:

Never distribute a duplicated card until a complete appointment test has been performed.

Appointment Maintenance

27.88 Review the Schedule Regularly

Periodically review:

1. Staffing changes
2. Business hours
3. Lunch periods
4. Travel time
5. Holidays
6. Seasonal changes
7. Service duration
8. Appointment prices
9. Payment methods
10. Currency
11. Existing future bookings

A recurring schedule can remain active long after it becomes outdated.

27.89 Maintain an Appointment Configuration Record

Keep an external business record containing:

This is useful when several VCards accept appointments.

27.90 Review Email Delivery

Periodically submit an authorized test and confirm:

1. The booking is created.
2. The card owner receives the expected notification.
3. The visitor receives the expected message.
4. Approval email is delivered.
5. Dates and times are correct.
6. The VCard identity is correct.
7. No outdated branding appears.

Mail-delivery problems should be corrected before relying on automatic notifications.

Troubleshooting Appointment Configuration

27.91 Appointments Do Not Appear Publicly

Confirm that:

1. At least one weekday is checked.
2. At least one valid session exists.
3. The Appointment configuration was saved.
4. Appointments is enabled in Manage Section.
5. The VCard is active.
6. The correct card is being tested.
7. The page was refreshed.
8. The selected template presents Appointments.
9. The browser is not showing cached content.

27.92 No Available Dates

Confirm that:

1. Weekdays were selected.
2. Time sessions were saved.
3. The selected date corresponds to an available weekday.
4. The recurring schedule was not accidentally removed.
5. The correct VCard was configured.

27.93 “There Is No Available Slots on Given Date”

This message can mean:

1. No sessions exist for that weekday.
2. Every exact session for the date is already booked.
3. The weekday schedule was removed.
4. The wrong VCard is being tested.
5. The saved schedule did not update.

Try another configured date and review the Appointment editor.

27.94 A Session Cannot Be Selected

Confirm that:

1. The Start Time occurs before the End Time.
2. The session does not conflict with an earlier session.
3. The day is checked.
4. The time selector is fully loaded.
5. The browser page was refreshed.

Delete and recreate the affected session when the selector remains inconsistent.

27.95 Copy Does Not Work as Expected

Confirm that:

1. The source day contains valid sessions.
2. Destination weekdays were checked in the copy menu.
3. Copy was selected.
4. The destination rows updated.
5. The complete form was saved afterward.

Copying changes the form, but the final configuration must still be saved.

27.96 Paid Amount Field Does Not Appear

Select Paid.

The Amount field is hidden when Free is selected and shown when Paid is selected.

Refresh the editor when the controls do not respond.

27.97 Paid Appointment Will Not Save

Confirm that:

1. Paid is selected.
2. The Amount field is completed.
3. The amount is zero or greater.
4. Only numerical characters were entered.
5. The weekly schedule is valid.
6. Service rows are complete.
7. The browser session remains active.

27.98 Appointment Service Is Missing

Confirm that:

1. The service was created in the same VCard.
2. The service still exists.
3. The Services page was saved.
4. The Appointment editor was refreshed.
5. The correct VCard is being edited.

Create the service first, then return to Appointments.

27.99 Duplicate-Service Message

The same service was selected in another appointment row.

Locate the earlier selection and either:

1. Keep the existing row and delete the duplicate, or
2. Replace one row with another service.

27.100 Service Amount Is Incorrect

Open Appointments and review the service row.

The amount may have been copied automatically from the service’s saved amount.

Enter the correct Appointment Amount, save, and test the public booking form.

Troubleshooting Public Booking

27.101 Booking Will Not Submit

Confirm that the visitor completed:

1. Name
2. Valid email
3. Telephone information where requested
4. Date
5. Time session
6. Service where required
7. Payment method where required
8. Terms agreement where displayed
9. Captcha where enabled

Also confirm that the selected slot is still available.

27.102 Selected Slot Disappeared

Another visitor may have booked the exact session.

Refresh the available times and choose another session.

Do not promise a time to a customer until the booking has been created successfully.

27.103 Payment Credentials Error

Confirm that:

1. The selected provider is enabled.
2. Required credentials are present.
3. Credentials belong to the correct account.
4. Test and live modes are configured intentionally.
5. The account currency is supported.
6. The provider account is active.

Do not paste credentials into the Appointment editor.

27.104 Unsupported Currency Error

Use a payment provider that supports the configured currency or change the account currency through the approved settings process.

Retest all prices after changing currency.

Changing a currency label without converting prices can produce incorrect charges.

27.105 Payment Was Cancelled

A cancelled payment may prevent the paid booking from completing.

Confirm whether:

1. The visitor intentionally cancelled.
2. The provider rejected the payment.
3. Authentication failed.
4. The session expired.
5. The currency was unsupported.
6. The provider account is unavailable.

Ask the visitor to begin a new booking only after confirming that no successful duplicate charge exists.

27.106 Payment Completed but Appointment Is Missing

Review:

1. Payment-provider dashboard
2. Appointment list
3. Payment transactions
4. Payment-session status
5. Visitor email
6. System logs where administrator access is appropriate

Do not ask the visitor to pay again until the first transaction has been verified.

Troubleshooting Appointment Management

27.107 Appointment Does Not Appear in the List

Confirm that:

1. The booking returned a success message.
2. The correct account is open.
3. The correct VCard belongs to the account.
4. The booking process fully completed.
5. Payment completed where required.
6. The page was refreshed.
7. The date range or view is appropriate.

27.108 Appointment Appears on the Wrong Card

Review the visitor’s public URL and the appointment’s VCard name.

A duplicated or incorrectly distributed VCard URL may have been used.

Correct the shared links and QR codes.

27.109 Approval Email Is Not Received

Confirm that:

1. The visitor’s email address is correct.
2. The appointment action completed.
3. The mail configuration is working.
4. The message is not in spam.
5. The sending domain is authorized.
6. The email template is active.
7. The mail queue or service is operating.

27.110 Appointment Cannot Be Deleted

When the record has a transaction, the system prevents ordinary deletion.

Review:

1. Payment status
2. Refund requirements
3. Transaction history
4. Business recordkeeping requirements

Use an approved financial and administrative process rather than attempting to delete the transaction-backed record.

27.111 Deleted Appointment Slot Is Still Unavailable

Confirm that:

1. The appointment was actually deleted.
2. Another appointment does not use the same exact time.
3. The recurring session still exists.
4. The public page was refreshed.
5. The correct date and VCard are being tested.

27.112 Old Schedule Still Appears

After saving:

1. Reopen Appointments.
2. Confirm that the new schedule is stored.
3. Refresh the public VCard.
4. Open it in a private browser window.
5. Select a new eligible date.
6. Confirm that cached availability is not being reused.
7. Confirm that the correct VCard was changed.

27.113 Appointment Calendar Time Looks Incorrect

Review:

1. Account time format
2. Business time zone
3. Visitor-submitted date
4. Saved Start and End times
5. Server or account settings
6. Daylight-saving changes where applicable

Clearly publish the business time zone when visitors book from multiple regions.

27.114 Appointment Checklist

Before publishing Appointments, confirm that:

1. The correct VCard is being configured.
2. Available weekdays are selected.
3. Unavailable weekdays are cleared.
4. Every available day has a valid time session.
5. Start times occur before End times.
6. Sessions do not overlap.
7. Buffer periods are included where necessary.
8. Copied schedules were reviewed.
9. Free or Paid is selected correctly.
10. The general appointment amount is accurate.
11. Account currency is correct.
12. Payment methods are configured and tested.
13. Appointment Services already exist.
14. Service assignments are correct.
15. Service amounts are accurate.
16. Duplicate services were removed.
17. Appointments is enabled in Manage Section.
18. The Privacy Policy addresses appointment information.
19. Terms explain cancellations and payment rules.
20. The business time zone is communicated.
21. A free or paid test booking was completed.
22. The booking appeared in the Appointments list.
23. The internal calendar was reviewed.
24. Email notifications were tested.
25. The booked slot became unavailable.
26. Paid appointments and transaction records are preserved properly.
27. Duplicated VCards have their own correct schedule and pricing.
28. The complete process was tested on desktop and mobile.

Chapter Completion

At the end of this chapter, the user should understand how to configure recurring weekly appointment availability, create multiple sessions, copy schedules between days, offer free or paid appointments, assign appointment services and prices, test the visitor-booking process, review appointments in list and calendar views, update appointment and payment status, and manage deletion restrictions for paid bookings.