Appointments & scheduling

Appointments are scheduled meetings, calls, and service visits. VertaFlow gives you a calendar and an agenda over the same data, plus a per-appointment detail page for status changes and rescheduling.

Your vertical may rename this

The terminology follows your business type — wellness studios see Sessions, healthcare sees Visits, and so on. The scheduling tools below work the same regardless of the label.

The scheduling view

Open Appointments from the sidebar. You get:

• A week navigator — Prev, Today, Next.
• A Day / Week toggle. Week shows a column per day; Day focuses one day.
• A status filter — All, Scheduled, Confirmed, Completed, No-show, Cancelled.
• A calendar (the visual grid) and, below it, an agenda list of the visible appointments with time, title, and status.

The header shows the week you’re looking at and how many appointments are booked.

Wellness & healthcare

On wellness and health verticals a standing notice reminds you that VertaFlow is not HIPAA-compliant yet — don’t store protected health information in appointment fields.

Book an appointment

1. Click New (labeled with your vertical’s noun, e.g. New appointment / New session).
2. Enter a title (required) and an optional client.
3. Set the start time (defaults to the next hour) and pick a duration — 15, 30, 45, 60, 90, or 120 minutes. The end time is calculated for you.
4. Choose a location type — In person, Phone, Video, or On-site — and add an address or link.
5. Optionally set an assigned user (defaults to you) and notes.
6. Click Create appointment.

Change status

Open an appointment to move it through its lifecycle. The available transitions depend on the current state:

• Scheduled → Confirmed or Cancelled
• Confirmed → Completed, No-show, or Cancelled
• Completed / No-show / Cancelled → back to Scheduled

Click a status button to apply it instantly.

Reschedule

On the detail page, set a new start time and duration, then Save reschedule. The notes and location are shown below for reference.

Export to your calendar (.ics)

Click Download .ics on an appointment to get a standard calendar file you can import into Google Calendar, Apple Calendar, Outlook, or any other calendar app.

Public self-booking

Clients can book themselves through your public booking page without logging in. See the Public booking page guide to set up and share your /book/<slug> link.