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Using the Calendar View

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The Calendar View displays all items on your schedule that affect your availability for booking. This includes appointments (open, checked-in, completed, no-shows) and any time off you’ve added. You can access the Calendar View under the Appointments menu, and toggle between Month, Week, and Day views.

This help doc covers:

Switching between calendar views is straightforward, but this guide will help you understand when to use each one effectively.

 

 

Creating Filters for Your Calendar View

Filters let you create and save custom views of your calendar based on specific criteria like staff, locations, and services.

 

The appointment filter consists of six sections: 

  • Filter: Create saved filters based on the currently selected criteria. 
  • Color By: Assign colors to locations, staff, and services to help differentiate appointments visually. Use the arrows to the right of each option to assign it a different color. 
  • Statuses: Track appointment statuses, including synced external calendar events.
  • Locations: Filter by any locations added in TimeTap.
  • Staff: Administrators can see all staff. Location Super Users see staff in their location, while Users see only their own name.
  • Reasons: Services and Classes offered to clients.

 

 

Editing & Deleting Calendar Filters

To edit a filter, select it from the Filter dropdown at the top-left of the calendar. Making changes to the selected options directly in the filter panel will cause the Update and Add new filter options to appear under that filter's name. 

 
To delete a filter, select the blue pencil button to manage your filters, and click Delete next to the filter you want to remove.

 

 

Appointment Display & Navigating to Details

Appointment events by default display with the time, client name, and service.

 

You can customize the information displayed in these events under the Configurations page, accessed in the top right corner of the Calendar view.



Scroll down to the Account Level Calendar and Appointment View Defaults section to find the Calendar View Description fields where the tags that populate that information can be customized for both service appointments and class session events. 

You will need to confirm those changes using the Save button in that specific section to see that update on the calendar view. Once done, scroll back to the top of the page and select the Calendar view to return to that page. 

 

Clicking once on an appointment will bring up a panel where you can view and update the appointment status, and navigate directly to the Appointment Detail page or Client profile. 

Double-clicking any appointment will automatically open its Appointment Detail page.

 

 

 

Changing Appointment Times from the Calendar View

Appointments can be rescheduled on the calendar using drag-and-drop.

 

On the Week and Day views, grab the appointment by the two bars at the bottom to extend its time.

 

A pop-up will ask for confirmation and give the option to notify the client and staff of the change.


You can also move appointments to a different time or date by dragging them across the calendar.

 

 

 
 

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