Wix Bookings: Managing Clients with Appointments Through your Booking Calendar
In your booking calendar, you can keep track of who pays and who attends an appointment at your business. You can also cancel sessions and issue refunds when necessary.
Marking attendance
Mark attendance and no-shows at your appointments within the booking calendar. Keeping track of attendance can help you make decisions about how you offer appointments.
Dashboard
Go to Booking Calendar in your site's dashboard.
Click the relevant appointment in your calendar.
Click the Booked drop-down and select the relevant option:
Booked: The client who booked the appointment hasn't arrived yet.
Checked-In: The client has arrived at the appointment and checked in.
No-Show: The client didn't arrive for their appointment. If relevant, you can apply a no-show fee to charge for the missed session.
Note: This option is only available for classes that include cancellation and no-show fees in their booking policy.
Wix app
Go to your site in the Wix app.
Tap Manage
at the bottom.
Tap Booking Calendar.
Tap the relevant appointment in your calendar.
Tap the Booked drop-down and select the relevant option:
Check-In: The client has arrived at the appointment and checked in.
No-Show: The client didn't arrive for their appointment. If you want to charge a no-show fee, tap Apply Fee.
Wix Studio app
Go to your site in the Wix Studio app.
Tap Manage.
Tap Booking Calendar.
Tap the relevant appointment in your calendar.
Tap the Booked drop-down and select the relevant option:
Check-In: The client has arrived at the appointment and checked in.
No-Show: The client didn't arrive for their appointment. If you want to charge a no-show fee, tap Apply Fee.
Collecting a payment from your client
Collect a payment by completing the checkout for unpaid or partially paid appointments.
Dashboard
Go to Booking Calendar in your site's dashboard.
Click the relevant appointment in your calendar.
Click Go to Checkout.
Click Save & Collect Payment.
(Optional) Add a tip:
Select an amount or add a Custom amount.
(Optional) Click Manage tip distribution to redistribute the tips among your staff.
Choose how you want to collect the payment from your client.
Wix app
Go to your site in the Wix app.
Tap Manage
at the bottom.
Tap Booking Calendar.
Tap the relevant appointment in your calendar.
Tap Collect Payment at the bottom of the screen and choose how you want to collect payment from your client.
Wix Studio app
Go to your site in the Wix Studio app.
Tap Manage.
Tap Booking Calendar.
Tap the relevant appointment in your calendar.
Tap Collect Payment at the bottom of the screen and choose how you want to collect payment from your client.
Canceling appointments and issuing refunds
Depending on your payment provider, you can issue full refunds while canceling an appointment in the bookings calendar.
Charging a cancellation fee?
Charge the cancellation fee first. Then, go to the Order tab to process the refund for the paid session.
Dashboard
Go to Booking Calendar in your site's dashboard.
Click the appointment you want to cancel.
Click the More Actions icon
next to the session name and select Cancel.
Follow the steps below depending on the type of session you are canceling:
Individually paid sessions (without cancellation fees)
(Optional) Select the Notify client via SMS checkbox to send an SMS notification.
(Optional) Select the Notify client via email checkbox and add a message for your customer.
(Optional) Select the Mark as refunded checkbox to refund your customer.
Click Cancel Session.
Click Mark as Refunded to confirm the refund.
Individually paid sessions (with cancellation fees)
(Optional) Select the Apply cancellation fee checkbox to charge a cancellation fee.
(Optional) Select the Notify client via SMS checkbox to send an SMS notification.
(Optional) Select the Notify client via email checkbox and add a message for your client.
Click Cancel Session.
(Optional) Edit the cancellation fee.
Note: You cannot charge more than the fee stated in the policy
Click Confirm Fee & Continue.
Click View Order.
Click Issue refund.
Enter the refund details:
Refund amount: Enter the amount to refund your client.
Reason for Refund (optional): Select a reason for this refund.
Note: Your answer appears only in the order's activity section.
Send a confirmation email to customer: Send your customer an email confirming the refund and amount.
Add a personal note in the email (optional) : Add a personal note to your customer
Click Continue.
Click Mark as Refunded.
Note: This cannot be undone.
Sessions paid using a plan
(Optional)Select the Apply cancellation fee checkbox to charge a cancellation fee.
(Optional) Select the Notify client via SMS checkbox to send an SMS notification.
(Optional) Select the Notify client via email checkbox and add a message for your client.
(Optional) Select the Credit session back to client's plan checkbox to credit back the session.
Click Cancel Session.
(Optional) Edit the cancellation fee.
Note: You cannot charge more than the fee stated in the policy.
Click Confirm Fee & Continue.
Click Collect Payment and choose how you want to collect payment from your client.
Click Issue Session Credit to confirm.
Wix app
Go to your site in the Wix app.
Tap Manage
at the bottom.
Tap Booking Calendar.
Tap the More Actions icon
next to the relevant appointment.
Tap Cancel.
Follow the steps below depending on the type of session you are canceling:
Individually paid sessions (without cancellation fee)
(Optional) Tap the Mark as refunded checkbox to refund the customer.
(Optional) Tap the Notify client with an email checkbox and add a message for your customer.
Tap Cancel Appointment at the bottom of the screen.
Choose what you want to do:
Mark as Refunded: Tap Mark as Refunded to issue a refund.
Continue Without Refund: Tap Continue Without Refund to close this message without refunding.
Individually paid sessions (with cancellation fee)
(Optional) Tap the Apply cancelation fee checkbox to charge a cancelation fee.
(Optional) Tap the Notify client with an email checkbox and add a message for your customer.
Tap Cancel Appointment at the bottom of the screen.
Tap Confirm Fee & Continue.
Tap the More Actions icon
at the top of the screen.
Tap Issue refund.
(Optional) Offer partial refunds:
Tap Edit Amount.
Enter the relevant amount you want to refund.
Tap Apply.
Tap Next.
(Optional) Select the reason you provided a refund from the Refund Reason drop-down.
(Optional) Notify your customer:
Enable the Send a confirmation email toggle.
Enter a note to your customer. The note appears in the confirmation email.
Tap Next.
Tap Issue Refund to confirm.
Note: You cannot undo this action.
Sessions paid using a plan
(Optional) Select the Credit session back to client's plan checkbox to credit the customer.
(Optional) Tap the Notify client with an email checkbox to send the customer a cancellation email.
Tap Cancel Appointment at the bottom of the screen.
Choose what you want to do:
Issue Session Credit: Tap Issue Session Credit to issue a credit.
Continue Without Crediting: Tap Continue Without Crediting to close this message without issuing a credit.
Sessions paid using a plan (with cancellation fee)
(Optional)Select the Apply cancellation fee checkbox to charge a cancellation fee.
(Optional) Select the Send cancelation email checkbox and add a message for your client.
(Optional) Select the Credit session back to client's plan checkbox to credit back the session.
Tap Cancel Session.
(Optional) Edit the cancellation fee.
Note: You cannot charge more than the fee stated in the policy.
Tap Confirm Fee & Continue.
Tap Collect Payment at the bottom of the screen and choose how you want to collect payment from your client.
Tap Issue Session Credit to confirm.
Wix Studio app
Go to your site in the Wix Studio app.
Tap Manage.
Tap Booking Calendar.
Tap the More Actions icon
next to the relevant appointment.
Tap Cancel.
Follow the steps below depending on the type of session you are canceling:
Individually paid sessions (without cancellation fee)
(Optional) Tap the Mark as refunded checkbox to refund the customer.
(Optional) Tap the Notify client with an email checkbox and add a message for your customer.
Tap Cancel Appointment at the bottom of the screen.
Choose what you want to do:
Mark as Refunded: Tap Mark as Refunded to issue a refund.
Continue Without Refund: Tap Continue Without Refund to close this message without refunding.
Individually paid sessions (with cancellation fee)
(Optional) Tap the Apply cancelation fee checkbox to charge a cancelation fee.
(Optional) Tap the Notify client with an email checkbox and add a message for your customer.
Tap Cancel Appointment at the bottom of the screen.
Tap Confirm Fee & Continue.
Tap the More Actions icon
at the top of the screen.
Tap Issue refund.
(Optional) Offer partial refunds:
Tap Edit Amount.
Enter the relevant amount you want to refund.
Tap Apply.
Tap Next.
(Optional) Select the reason you provided a refund from the Refund Reason drop-down.
(Optional) Notify your customer:
Enable the Send a confirmation email toggle.
Enter a note to your customer. The note appears in the confirmation email.
Tap Next.
Tap Issue Refund to confirm.
Note: You cannot undo this action.
Sessions paid using a plan
(Optional) Select the Credit session back to client's plan checkbox to credit the customer.
(Optional) Tap the Notify client with an email checkbox to send the customer a cancellation email.
Tap Cancel Appointment at the bottom of the screen.
Choose what you want to do:
Issue Session Credit: Tap Issue Session Credit to issue a credit.
Continue Without Crediting: Tap Continue Without Crediting to close this message without issuing a credit.
Sessions paid using a plan (with cancellation fee)
(Optional)Select the Apply cancellation fee checkbox to charge a cancellation fee.
(Optional) Select the Send cancelation email checkbox and add a message for your client.
(Optional) Select the Credit session back to client's plan checkbox to credit back the session.
Tap Cancel Session.
(Optional) Edit the cancellation fee.
Note: You cannot charge more than the fee stated in the policy.
Tap Confirm Fee & Continue.
Tap Collect Payment at the bottom of the screen and choose how you want to collect payment from your client.
Tap Issue Session Credit to confirm.
Tap Issue Session Credit to confirm.
Managing clients' details
Click on any appointment in the booking calendar and select the client to view their contact card. Here, you can see their previous bookings, store important documents they shared and save notes about your client. You can also chat to your clients and send them service links or coupons.
Dashboard
Go to Booking Calendar in your site's dashboard.
Click the relevant appointment in your calendar.
Click the name of your client to open their contact card.
Choose what you want to do:
Click the Edit icon
to edit the client's contact info (e.g. email, phone number, address).
Click the Overview tab to manage your client's appointments and details, such as updating their contact information, add a label to help organize contacts, link the contact to a workflow, and more.
Note: You might see different options depending on the Wix features you use.
Click Inbox tab to see your contact's activity history, and you can send a chat message, email, and SMS to your contact.
Learn more about viewing and editing your clients' information.
Wix app
Go to your site in the Wix app.
Tap Manage
at the bottom.
Tap Booking Calendar.
Tap the relevant appointment in your calendar.
Tap the name of your client to open their contact card.
Choose what you want to do:
Tap Message to see your contact's activity history, and you can send a chat message, email, and SMS to your contact. Learn more about messaging clients on your Wix app here.
Tap Invite to invite your contact to become a member of your members app.
Tap the Manage tab to manage your client, such as booking a new appointment, creating a pay link, selling another package, and more.
Tap the Info tab to update your client's contact information (e.g. email, phone number, and address).
Note: You might see more options depending on the Wix features you use.
Wix Studio app
Go to your site in the Wix Studio app.
Tap Manage.
Tap Booking Calendar.
Tap the relevant appointment in your calendar.
Tap the name of your client to open their contact card.
Choose what you want to do:
Tap Message to see your contact's activity history, and you can send a chat message, email, and SMS to your contact. Learn more about messaging clients on your Wix app here.
Tap Invite to invite your contact to become a member of your members app.
Tap the Manage tab to manage your client, such as booking a new appointment, creating a pay link, selling another package, and more.
Tap the Info tab to update your client's contact information (e.g. email, phone number, and address).
Note: You might see more options depending on the Wix features you use.
Managing client checkout
Run a full checkout for clients from your site’s dashboard. You can create new sales on the spot or add details to unpaid or partially paid appointments.
Note:
New appointments are set for today. You can change the date or time anytime in your calendar.
Go to Booking Calendar in your site's dashboard.
Choose what you want to do:
Edit an unpaid or partially paid appointment
Add details to unpaid or partially paid appointments. For example, apply a discount or add a tip to an existing appointment during checkout to update details or complete a payment.
Click the relevant booking.
Click Go to Checkout.
Add the relevant option(s) from the Checkout panel on the right:
Item:
Click + Add Item.
Select the relevant option.
Click Apply.
(Optional) If needed, change the staff member then click Apply.
Discount:
Click + Add discount.
Enter the Discount reason.
Enter the Amount.
(Optional) Click + Add Another Discount.
Tip:
Click + Add tip.
Select an amount or add a Custom amount.
(Optional) Click Manage tip distribution to redistribute the tips among your staff.
Click Save & Collect Payment.
Choose how you want to collect the payment from your client.
Add a quick sale
Adding a quick sale lets you process a checkout instantly without creating a full appointment.
Click the Add dropdown and select Quick Sale.
(If relevant) Choose a location, then click Apply.
Add a new client or choose an existing one.
Click the relevant tab and choose what you want to add:
Appointment: Select the relevant service to add an appointment or schedule multi-service appointments.
Class: Select the relevant class session.
Course: Select the relevant course session.
Product: Select the relevant product(s).
Custom charge: Add a custom item that is not in your catalog.
Enter What are you charging for?
(Optional) Enter Additional info.
Add the Price.
Gift Card: Sell a gift card to a new or existing customer.
Click Apply.
(Optional) Add the relevant details:
Discount:
Click + Add discount.
Enter the Discount reason.
Enter the Amount.
(Optional) Click + Add Another Discount.
Tip:
Click + Add tip.
Select an amount or add a Custom amount.
(Optional) Click Manage tip distribution to redistribute the tips among your staff.
When ready, click Save & Collect Payment.
Choose how you want to collect the payment from your client.
FAQs
Click a question below to learn more about managing appointment clients.
Can I offer a partial refund for an appointment?
Yes, you can issue partial refunds for appointments by going to the relevant appointment in your Orders tab.
Can I see a client's full booking history on my Wix app?
Yes. Click on the relevant client's name and tap See All under Agenda to see the client's complete booking history with you.
Can I add notes or extra information to a client's profile?
Yes, you can. To add a note for a client, click Add task so you can follow up with this client. You can also add a note with extra information about the client. Learn more about creating tasks and reminders.
What can I do if I want to charge the cancellation fee but also refund the order?
In this case, you need to first charge the fees and the order and then issue a refund for the order.
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