How to use Appointments

What are Appointments for?#

Appointments let your team reserve customer time slots, associate a customer with a service and staff member, track confirmation and completion, and avoid selecting a slot that is no longer available.

1. 1

   Open Lịch hẹn (Appointments) in the main navigation, or /appointments on your ChatHub domain.

2. 2

   appointments.read allows a user to view the calendar, staff, and available slots. appointments.manage reveals Book and the AI Agent and is required for every write action, including status changes, rescheduling, and cancellation.

3. 3

   The three summary cards count visible appointments, newly booked appointments awaiting confirmation, and confirmed appointments for the current date range, staff filter, and closed-status filter.

Open Appointments on the demo system ↗

1. Configure availability and reminders#

1. 1

   A user with settings management permission opens Administration → Settings → Working hours, or /settings?tab=hours.

2. 2

   Under Giờ làm việc (Working hours), add weekday, start, and end rows, then click Lưu lịch làm việc. With no rows configured, the system is open 24/7; it is not closed.

3. 3

   Under Lịch hẹn, enter the reminder lead time in minutes and click Lưu. The default is 120 minutes; use 0 to disable reminders. A change affects only appointments booked afterwards.

4. 4

   Under Ngày nghỉ và ngày mở bù, select a date. Leave Nghỉ cả ngày enabled to close the full day, or disable it and enter opening and closing times for a special opening day; add a note and click Thêm ngày.

2. Browse and filter the right range#

1. 1

   Use Ngày (Day) for one date, Tuần (Week) to coordinate seven days, or Tháng (Month) for an overview. Click a date in month/week view to switch to Day.

2. 2

   Use the previous, today, and next buttons to move by period, or enter a date directly. Hôm nay is disabled when the visible range already includes today.

3. 3

   Filter by a staff member to show only their appointments. Enable Hiện lịch đã kết thúc to include completed, no-show, and cancelled appointments; use Xóa bộ lọc to reset.

4. 4

   The calendar refreshes periodically and when you return to the tab. Still review available slots immediately before booking because another staff member or workflow may have reserved one.

3. Book an appointment#

1. 1

   Click Đặt lịch at the top, a Book button inside a day column, or the + beside a date. The last two paths prefill the selected date.

2. 2

   Enter at least two characters of a name or phone number under Tìm khách. After results load, select the correct customer in Khách; typing a search term alone does not select anyone.

3. 3

   Select a service when applicable, or leave it blank for an appointment without a service.

4. 4

   Choose a staff member or leave Ai cũng được (Anyone), verify the date, and select an available time. Changing service, staff, or date reloads the slot list.

5. 5

   Add an internal note if needed; customers cannot see it. Review customer, service, staff, date, and time before clicking Đặt lịch.

4. Confirm, reschedule, or close an appointment#

1. 1

   Click an appointment card to review customer, service, date and time, duration, staff, note, and any customer answers. Conversation and order links appear only when those records are attached.

2. 2

   For Booked or Confirmed appointments, choose Confirm, Completed, or No-show to match what happened. A closed appointment cannot be reopened or rescheduled.

3. 3

   Choose Reschedule, select a new date, staff member, and slot, then Save. ChatHub checks availability again and recalculates the reminder time.

4. 4

   Choose Cancel appointment, read the warning, and confirm only when cancellation is intended. Cancellation stops reminders and releases the slot; appointment history is not permanently deleted.

5. Review and prefill with the AI Agent#

1. 1

   Open the correct Day/Week/Month range, then click Hỏi AI Agent. The Agent only sees the date range currently open.

2. 2

   Choose an example for free slots, booking, or rescheduling, or enter a natural-language question and click Gửi. A message may contain up to 4,000 characters and a conversation up to 20 turns.

3. 3

   If the Agent returns a proposal, use its button to open the corresponding form. Always verify customer, date, time, service, and staff before saving it yourself.

4. 4

   Use Cuộc trò chuyện mới to clear the current conversation context when switching to a different request.

6. Troubleshoot common issues#

1. 1

   Appointments is missing: ask an administrator for appointments.read. The calendar is visible but Book and AI Agent are missing: appointments.manage is also required.

2. 2

   No slots are available: check whether the time has passed, weekly hours, special dates, service, staff, and capacity. Change date, service, or staff to reload slots.

3. 3

   A customer is missing: type at least two characters, try another name or phone fragment, and confirm the contact is still active.

4. 4

   Old or cancelled appointments are missing: enable Show closed appointments and recheck the date range and staff filter.

5. 5

   Saving reports that the slot is full: another user just booked it; reload the list by closing the form or changing the date, then select another slot.