Calendar & appointments
Plan appointments, assign staff, make them bookable online
→ Open the calendar in SimpliServ
The calendar is the central overview for everything that happens over time: customer appointments, internal meetings, maintenance, service visits – and shifts or approved leave appear here too.
Create an appointment
Click the time you want in the calendar
Or click New appointment in the top right. Day, week and month views are available.
Enter title and time
Start and end time, optionally "All day". Appointments over several days are possible.
Choose a category
The category determines the colour and default behaviour (e.g. a default duration for "Customer appointment"). Predefined categories:
- Appointment – a general entry
- On-site service – for field visits
- Customer appointment – a meeting with customers
- Internal – internal meetings
- Maintenance – recurring maintenance slots
You can create your own categories (colour, icon, default duration).
Assign staff
Several staff per appointment are possible. Whoever is assigned sees the appointment in their personal view.
Optional fields
- Link a customer / order – the appointment then also appears on the customer card
- Location or online meeting link
- Notes for internal hints
Save
The appointment is immediately visible. Changes are pulled through automatically to all other open calendars – without needing to reload.
Status of an appointment
Every appointment goes through a status. The default statuses are:
| Status | Meaning |
|---|---|
| Planned | The appointment is entered but not yet confirmed |
| Confirmed | The appointment is fixed – occupies a seat in the slot |
| Running | The appointment is currently taking place |
| Done | Successfully completed |
| Cancelled | Doesn't take place – hidden in many reports |
You can adjust, rename, recolour statuses or add new ones in Settings → Calendar → Statuses.
Status properties (flags)
Each status has three toggles that determine how SimpliServ treats appointments in this status:
| Toggle | Meaning |
|---|---|
| Done | The appointment counts as completed. Hidden e.g. in "open appointments" lists. |
| Cancelled | The appointment doesn't take place. No longer blocks booking slots and drops out of reports. |
| Accepted | The appointment is confirmed and occupies a seat in the booking slot. Only appointments with this flag count for "X of Y free" on the public booking page. Default: the Confirmed status. |
Per status you can only sensibly enable one toggle – an appointment is either confirmed, done or cancelled, not all at once.
Recurring appointments
When creating, you can define a repetition – e.g. "every Monday at 9:00 for 8 weeks" or "last Friday of the month". Changes to a single recurring appointment apply only to that day; the rest of the series stays unchanged.
Online booking by customers
You can provide your customers with a public booking page. They choose an appointment category and a free slot – the appointment lands straight in your calendar.
Mark a category as "bookable"
In Settings → Calendar → Categories you open the category you want and enter a default duration (e.g. 30 minutes).
Set available times
Weekdays and time windows in which bookings are possible – e.g. Mon–Fri 9:00–17:00. Occupied times (existing appointments) are hidden automatically.
Share the booking link
You can put the link on your website, add it to your email signature or send it via WhatsApp.
The booking page only shows free slots – never your internal appointments. So customers don't see what else you have in the calendar.
Multiple bookings per time slot
By default each slot is reserved for one booking – as soon as someone books, the slot is gone.
But sometimes you want to receive several people at once in the same slot – e.g. a trial session with 4 seats, a workshop with 10 participants or a consultation where two staff work in parallel.
For this there are seats per slot:
Edit the appointment field in the form
Open the form in the builder and click the appointment field.
Set "Max. parallel bookings per slot"
Enter e.g. 4 if four people should be able to book the same slot at once.
Save
On the booking page the customer now additionally sees "3 of 4 free" under each slot. Once all seats are taken, the slot disappears.
Only accepted appointments count towards occupancy – not every unconfirmed request. So you can decide calmly whom to accept without other seats being blocked.
Appointment requests from forms
If you use an appointment field in a form, every submission comes in as an appointment request – not directly as a fixed appointment.
Here's how the flow works:
The customer chooses a slot in the form
When filling it in, the customer sees free slots (day → time) and picks one.
The request lands with you
The request appears under Appointments → Requests. The slot is not yet blocked.
Accept or reject
You review the request and click Accept (or Reject). On accepting, the appointment is created automatically in the calendar – with status Confirmed (= seat occupied) – and the customer gets a confirmation email.
You can insert fields from the form into the title, description and location of the created appointment – e.g. "Consultation for {{Name}}" as the title. In the form builder you'll find clickable placeholder chips for this.
Turn a service request into an appointment
When a customer submits a request via the service form, you can take it into a calendar appointment with one click. The data (customer, issue, requested time) is transferred directly.
→ See Service form.
Personal calendar
Every staff member has a personal view: the "only my appointments" filter. In addition, each staff member has an automatically created personal shift category used in the roster.
What else appears in the calendar
- Shifts from the roster – coloured by staff member
- Approved leave and sick leave – as all-day entries
- Service requests that were converted into appointments
That way you have everything time-relevant in one view.
Related topics
- Appointment requests — review, accept or reject public booking requests
- Roster & shifts — plan shifts that appear as entries in the calendar
- Handle service requests — convert incoming requests into appointments, orders or estimates
- Customize the service registration form — configure the appointment field and logic of the public form
- Leave & sick days — approved leave and sick days appear as all-day entries in the calendar
How is this guide?