CitaFlow's calendar system allows you to efficiently manage all your appointments with customizable views and advanced tools for organizing your schedule.
Calendar Views
Monthly View
View your entire month at a glance. Ideal for long-term planning.
- Color codes by service
- Occupancy indicators
- Quick navigation between months
Weekly View
Perfect for daily management with detailed 7-day view.
- Time slots in 30-min intervals
- Drag and drop appointments
- Multiple resource view
List View
All your appointments in table format with advanced filters.
- Search by client
- Filters by date and service
- Data export
Create a New Appointment
Open the form
Click the "+ New Appointment" button or any empty space on the calendar.
Select client
Search for an existing client or create a new one with the "Add client" button.
Choose service
Select the desired service. Duration and price will adjust automatically.
Assign resource
Choose the available professional or resource for that time slot.
Date and time
Select the start date and time. The system will validate availability.
Save
Review the details and click "Create Appointment". Confirmation will be sent to the client.
Modify or Cancel Appointments
Modify an appointment
- Click on the appointment in the calendar
- Select "Edit" from the dropdown menu
- Modify the necessary fields
- Save changes
You can also drag and drop appointments to quickly change their time.
Cancel an appointment
- Click on the appointment
- Select "Cancel" or "Delete"
- Confirm the action
- Optionally, send notification to the client
Cancellations are irreversible. Consider marking as "No-show" if you prefer to keep the record.
Calendar Customization
Colors by service
Assign unique colors to each service to quickly identify them on the calendar.
View filters
Show/hide specific resources or appointment types according to your needs.
Working hours
Configure your schedule so the calendar only shows relevant hours.
Notifications
Customize when and how to receive reminders of your upcoming appointments.
Appointment Statuses
The appointment is confirmed and the client has been notified.
Awaiting confirmation from client or professional.
The service has been performed successfully.
The appointment was cancelled by the client or business.
The client did not show up for the scheduled appointment.
Advanced Tips
Keyboard shortcuts
Use N for new appointment, ← → to navigate between days, T to go to today.
Mobile sync
Access your calendar from any device. Changes sync in real time.
Occupancy reports
Review occupancy statistics in Analytics to optimize your schedule.
Google Calendar integration
Sync with Google Calendar to avoid conflicts with your personal events.
Frequently Asked Questions
Can I create recurring appointments?
Currently, appointments are created individually. For regular appointments, we recommend using the duplicate appointment feature or setting up reminders to create them periodically.
How do I manage waiting lists?
You can create appointments with "Waiting list" status and automatically move them when there are cancellations. The system will notify you of available spaces.
Can I block time slots?
Yes, create a "block appointment" without assigned client to reserve time for administrative tasks, breaks, or personal events.
How do I export my calendar?
Go to List view and use the "Export" button to download your appointments in CSV format or sync them with Google Calendar from Settings > Integrations.