Appointments
Plan: Included · Where: booked and managed from the Calendar · Who uses it: front desk, groomers, managers
An appointment is a booked visit — a groom, daycare day, or any service you offer. Woofpos tracks each one from the moment it's booked, through check-in, to check-out, including reschedules, cancellations, and no-shows.
What you can do
- Book an appointment for a customer's pet with a specific staff member, service, and time.
- Reschedule to a new day or time.
- Update status as the visit moves along: confirmed → checked in → checked out, or mark no-show / cancelled.
- See where the booking came from — front desk, the online booking widget, the voice agent, the API, or a recurring booking.
- Add internal notes (staff-only) and capture customer notes.
Appointment statuses
| Status | Meaning |
|---|---|
| Requested | Submitted by a customer, awaiting staff confirmation |
| Confirmed | Booked and on the schedule |
| Checked in | The pet has arrived |
| Checked out | The visit is complete |
| No-show | The customer didn't arrive |
| Cancelled | The visit was called off |
| Rescheduled | Moved to a new date/time |
How to book an appointment
- On the calendar, click an open slot in the right staff member's column (or + New appointment).
- Choose the customer and pet — search an existing one or add a new owner/pet inline.
- Pick the service (reservation type) and any add-ons.
- Confirm staff member, date, and time, then save.
How to reschedule
- Open the appointment from the calendar.
- Change the date, time, or staff member.
- Save. If notifications are on, the customer is emailed about the change automatically.
How to update status
- Open the appointment.
- Set the status — for example, Checked in when the pet arrives, Checked out when they leave, or No-show if they don't.
Statuses keep your calendar honest and feed the activity your team relies on during the day.
Tips & best practices
- Check in on arrival. It tells the team the pet is in the building and reflects on the schedule.
- Use internal notes for handling cues ("muzzle for nails," "matted — quote before shaving") and customer notes for things the owner should see.
- Watch the source. Appointments from the booking widget or voice agent flow straight onto the same calendar — no double entry.
Related
- Dashboard & Calendar — where appointments live
- Notifications & alerts — automatic emails on book / reschedule / cancel / no-show
- Reservation types and Add-on services — what customers book
🎬 Video walkthrough (60–90s)
Title: From booked to checked out — managing appointments Length: ~80s
[Open on the calendar.]
"Every visit in Woofpos is an appointment, and you manage the whole journey right here.
[Click an open slot; modal opens.] Booking takes seconds: pick the customer and pet, choose the service, add extras, set the groomer and time, save.
[Open an existing appointment.] Need to move it? Open the appointment, change the day, time, or groomer, and save — if reminders are on, the customer's notified automatically.
[Show the status control.] As the day plays out, update the status: Checked in when the pet arrives, Checked out when they head home. Didn't show? Mark it a no-show so your numbers stay clean.
[Point to the source label.] And notice the source — whether a booking came from the front desk, your website, or the AI phone agent, it all lands on this one calendar. No double entry, no missed grooms."