How Appointments Work in Nexora
An appointment is a dated and timed work record that the business creates for a customer in Nexora.
The problem an appointment solves
An appointment puts an agreed piece of work on the business calendar. It keeps the customer, assigned staff member, selected service or package, time, optional room and payment information together, so the business can follow the work from planning to its final outcome.
Who uses appointments?
- The business owner can create, edit and cancel appointments.
- Staff can manage appointments when their access level and assignment allow the action.
- Customers can view their own appointments. They cannot book, move, change or cancel an appointment themselves.
How an appointment works
The business chooses a customer, date, start time and staff member, then selects either one or more services or a package. A room can also be added as a named location. The appointment keeps the duration from the selected service or package when it is saved.
A new future appointment normally waits for its outcome. When its saved duration is over, the system can complete it during routine processing or when the record is read. This means completion follows the end of the work, but is not promised at an exact minute.
A package-linked appointment connects the work to that customer's package. A future appointment that is still waiting does not reserve or use a package right. Payment information is kept as a follow-up record; Nexora does not charge the customer or move money.
Nexora turns appointment details into a ready WhatsApp message. The business reviews the message and sends it from WhatsApp. In-app and device notifications can be prepared automatically; SMS, email and WhatsApp messages are not sent on their own.
Appointment rules
These rules describe the behavior the current product follows.
The business controls changes
The owner and staff whose access allows it create, edit and cancel appointments. The selected record stays within that business.
The customer view is read-only
Customers see their own appointment information but cannot create, move, edit or cancel an appointment.
The business sends the WhatsApp message
Nexora prepares a WhatsApp message from the appointment details and opens it for review. The business decides when to press Send; the message is not sent on its own.
There are four appointment outcomes
An appointment is Waiting, Completed, Cancelled or Paid cancellation. Attendance and no-show are not separate outcomes.
A past start completes a new single appointment
When the business creates one appointment whose start time is already past in the business's time zone, it is saved as Completed.
An ended waiting appointment completes
A filled appointment that is still Waiting becomes Completed after its saved duration has ended. Routine processing can apply the change later, so there is no exact-minute promise.
Received payment changes the cancellation outcome
If any amount has been received for the appointment, cancelling it produces Paid cancellation. If no amount has been received, it produces Cancelled.
Package use follows the outcome
Completed and Paid cancellation count as one package use. Waiting and Cancelled do not reserve or deduct a package use.
The staff warning checks the same start time
For a standard appointment, Nexora warns when the selected staff member already has another standard appointment on the same date at the same start time. The business can confirm and place it anyway.
A group move has two choices
When the date or time of one group member's appointment changes, the business chooses whether to move only that member or every member in that group session.
Single and recurring deletions have different reach
The normal delete action removes only the selected appointment. Deleting a recurring plan removes every appointment that belongs to the same series, including records that are not in the future.
The business time zone decides the time
Past starts, appointment endings and calendar times are evaluated in the time zone saved for the business.
The saved duration stays with the appointment
The duration comes from the selected package or services when the appointment is saved. A later change to the catalogue does not change the duration of that existing appointment.
Real examples
- At 15:00, the owner enters a single appointment that started at 10:00 in the business's time zone. It is saved as Completed.
- A 50-minute service is used for Tuesday's appointment. The service is later changed to 60 minutes; Tuesday's saved appointment remains 50 minutes.
- A package appointment has a received amount and is cancelled. It becomes Paid cancellation and counts as one package use.
- A future package appointment remains Waiting. The customer's remaining package count does not change until the appointment reaches a counted outcome.
- A staff member already has a standard appointment at 14:00. Nexora warns about another standard appointment starting at 14:00, and the business can place it after confirming.
- One member of a group needs a different time. The business can move only that member; choosing the whole group moves every member in that group session.
Limits to know
- Nexora does not give customers controls to book, change or cancel appointments.
- Nexora prepares appointment details as a WhatsApp message, but the business reviews and sends it. SMS, email and WhatsApp messages are not sent on their own.
- There is no separate attendance or no-show outcome, no cancellation deadline and no automatic no-show penalty.
- The staff warning does not promise to catch appointments that overlap but start at different times, or two appointments for the same customer.
- Room use is a named choice. Nexora does not block two appointments from using the same room and does not track room capacity.
- A conflict warning can be accepted by the business; it is not a hard block.
- Payment entries record planned or received amounts. They do not collect, refund or transfer money.
Cases that need extra attention
- A planned payment that has not been received does not make an appointment a paid cancellation. Any received amount greater than zero does.
- Moving one group member leaves the other members at their current time; moving the whole group changes the shared session for all members.
- Deleting one appointment affects that record. Deleting its recurring plan reaches every record in the same series, not only future ones.
- A package appointment that already counts as used can be protected from deletion after the customer package has closed, so its completed history stays consistent.
- A room can appear on two appointments at the same time because room conflicts are not prevented.
- A waiting appointment may remain visible briefly after its duration ends until routine processing or a later read completes it.
Frequently asked questions
- Can customers book or cancel their own appointments?
- No. Customers can view their own appointments, while the business owner and staff with suitable access manage them.
- Does Nexora send the WhatsApp appointment message automatically?
- No. Nexora prepares a message from the appointment details and opens WhatsApp. The business reviews the message and presses Send.
- What happens when an appointment ends?
- A filled appointment that is still Waiting becomes Completed after its saved duration is over. The update can happen during routine processing or when the record is read, so an exact minute is not promised.
- Does a future appointment use a package right?
- No. A Waiting appointment does not reserve or deduct a right. Completed and Paid cancellation count; Cancelled does not.
- Why did a cancelled appointment become Paid cancellation?
- Because an amount had already been received for that appointment. If no amount had been received, the outcome would be Cancelled.
- Does Nexora stop every calendar conflict?
- No. For standard appointments, it warns about the same staff member having another standard appointment at the same start time. Different-time overlaps, customer conflicts and room conflicts are not guaranteed checks.
- What does deleting a recurring plan remove?
- It removes every appointment that belongs to that same series. The action is not limited to future appointments.
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