Online scheduling for aesthetic clinics

The week shows who is doing what and when

The team selects a day and sees that date's appointments with time, client, service, professional and state. Civil dates and times are calculated in the clinic's configured time zone, preventing an operation in a different server zone from slipping into the wrong day.

When an appointment is created, Bia connects the client, service and professional. Service duration determines the end time, and the professional's availability participates in validation. Point-in-time blocks and existing conflicts prevent a fit-in from being treated as an empty slot.

• A seven-day view with confirmed appointment counts
• Natural filtering by the clinic's local calendar day
• Rooms and equipment can be part of operational capacity

Every change preserves the appointment state

An appointment does not vanish when plans change. The team can reschedule, cancel, complete or record a no-show, and the interface keeps those actions as distinct states. A new time is checked again against notice, availability and conflict rules.

When the client reschedules through the receptionist flow, pending reminders for the old time are cancelled and new ones are calculated. Cancellation also stops messages that no longer make sense. An earlier confirmation is therefore not treated as if it were still current.

Reminders follow the confirmed appointment

The clinic can use a 24-hour reminder, a 2-hour reminder, both or neither. Creating or rescheduling a confirmed appointment queues only the enabled reminders and ties each job to that appointment.

Before sending, processing checks again that the appointment remains confirmed and the policy is still enabled. A reminder that is too late for the accepted window expires instead of arriving out of context. The message can also use the clinic's configured template.

The waitlist uses real criteria

The waitlist is more than a free-text note. An entry can store the client, desired service, a specific professional, the beginning and end of an acceptable period and notes for the team. Service and professional can remain open when any compatible option will do.

When an opening appears, the engine looks for someone whose service, professional and date range accept that time. The offer goes through WhatsApp and the entry changes state so two people are not promised the same reservation at once. If there is no answer within the operational window, the entry returns to waiting and the slot can be offered to the next compatible candidate.

• Separate waiting, notified, booked and cancelled states
• Compatibility by service, professional and date range
• Completing the booking closes the client's wait

Clinical context appears before the appointment

When the clinical record contains an allergy, the calendar attempts to show an alert beside the appointment. If that lookup fails, the screen reports that specific information as unavailable; it does not turn a server error into a false claim that the client has no allergies.

This alert is operational support, not a diagnosis, and it does not replace intake, professional review or clinical protocol. It shortens the distance between a scheduled time and the history the team needs before performing a service.