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How to Book an Appointment for a Customer

Learn how to book appointments on behalf of customers. You can book appointments for existing customers or create new customer profiles while booking. This is useful when customers call to schedule or when you want to proactively book appointments.

How to Book an Appointment for a Customer

Video Walkthrough

Before You Begin

  • Ensure you have owner or admin permissions
  • At least one instructor must have an availability schedule set up
  • At least one appointment type must be created

Steps

Step 1: Open the Create Appointment modal

  1. Go to Schedule > Calendar
  2. Click the Create appointment button (or +)

Step 2: Select a customer

  • Existing customer: Search by name or email and select from the list
  • New customer: Click Add customer, enter email, first name, last name, and optional phone number

Step 3: Select instructor and appointment type

  1. Under Instructor & appointment type, choose the instructor and the appointment type
  2. Duration is set automatically based on the appointment type

Step 4: Set date and time

  1. Choose a date and select an available time slot
  2. Optionally adjust the duration if needed

If no time slots appear, verify the instructor has an availability schedule set up for that date with no overrides blocking it.

Step 5: (Optional) Book recurring appointments

  1. Toggle Book recurring to On
  2. Choose which days of the week to repeat and set an end condition (after X occurrences or by a specific date)

Step 6: Configure payment

Select how the customer will pay: Credit card, Booking credits, Subscription, or Free.

Step 7: Configure notification

Toggle Notify user of appointment to send the customer an email confirmation with a calendar invite.

Step 8: Create the appointment

Click Create appointment. The appointment appears on your calendar and the instructor’s calendar, and the time slot is blocked.

Troubleshooting

“Create appointment” button not visible? Only owners and admins can book appointments.

No available time slots? Confirm the instructor has an availability schedule covering the selected date, with no date overrides blocking it and appointment types assigned.

“Create appointment” button disabled? All required fields must be filled: customer, instructor, appointment type, date/time, and payment method.

Payment error? Select a payment method — if using booking credits, confirm the customer has credits; if using subscription, confirm an active subscription exists.

Need a hand?

Email our team at support@joinzipper.com and we'll usually reply within a few hours.

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