Every appointment has its own full page where front desk staff and techs run the job from drop-off to pickup. It's where you move the job through its statuses, track progress for the customer, record film, take photos, fill out inspections, and get to the invoice. Recording film in the Film used card is part of Inventory, and the AI slot-fill panel on canceled or no-show appointments is AI slot-fill; both are Growth-plan features.
Opening an appointment's page
- In Schedules (the calendar), switch to Day view and click an appointment card. Cards on Week view link to the same page.
- You can also open it from a job card on Workflow, from the tech view, or from a customer's service history.
- In the mobile app, tap the Schedule tab and tap a job.
The header shows the appointment name, a status badge, the date and time, and how long the job is booked for. If a booking deposit was paid, you'll see "Deposit collected" with the amount.
Moving the job through its statuses
The buttons in the top right change as the job moves along. Only the next sensible step shows:
- Check In — when the appointment is Scheduled or Confirmed.
- Start Work — once the car is checked in.
- Mark Ready — while work is in progress.
- Complete — when the job is ready (or straight from in progress).
Each step is stamped in the Activity card (Scheduled, Checked In, Work Started, Ready for Pickup, Completed), so you can see exactly when things happened. When a check-in or completion was recorded with a location, a map link appears under it.
To cancel, click Cancel. You can type an optional reason; it's saved to the activity log and shown on the appointment. Click Cancel appointment to confirm, or Keep appointment to back out. Cancel isn't offered once a job is Completed, Canceled, or a No-show.
When a booking is waiting on its deposit
If the customer booked online and hasn't paid the deposit yet, the badge reads Deposit pending and an "Awaiting deposit — not yet confirmed" banner shows how long the slot is held. The status buttons stay hidden until the deposit is in. If the customer pays you at the counter, click Collect Deposit, pick Cash, Check, or Card (run manually), then Confirm & collect. This only records money you've already collected; it doesn't charge a card. You need permission to record payments to see this button.
Linked invoice or quote
- If the appointment already has an invoice, click View invoice.
- If it doesn't, click Create invoice to start one with the customer, vehicle, and appointment filled in. Any booking deposit is credited to it.
- If the appointment was booked from a quote, there's no Create invoice button here; invoice it by converting the quote instead.
Tracking job progress
The Job progress card lets you check off stages as work moves along, and share a live status link with the customer. Pick a starting template (Window tint, PPF / Wrap, or Custom (blank)), tap a stage's circle to mark it done, or click Add stage for your own checkpoint. See The live job-status link customers get for the customer side.
If the customer booked individual services online, a Service Timers card also appears so techs can start, pause, and stop a timer on each service.
Recording film used
In the Film used card, click Add film, choose the roll, enter Inches used, add optional notes (like which windows), and click Record. The inches come off that roll. Removing an entry puts the inches back. See Receiving and tracking film rolls.
Photos and inspections
- Job Photos has Before, After, Damage, and Docs tabs. Pick a tab and upload into it.
- Vehicle inspection has Photos, Checklist, and Sign-off tabs for the pre- and post-job inspection. A dot on the Checklist tab warns you about unsaved checklist changes.
- Above the inspection, AI intake damage scan opens the intake damage scan for this appointment.
Warranty, reminders, and reviews
- Warranty: once the job is Completed, click Register to create a warranty certificate (coverage tier, film product, windows covered, notes).
- Reminders: until the job is done, you can click Send now on the 24-hour or 1-hour reminder instead of waiting for the automatic send. If reminders were turned off for this appointment, the card says so.
- Request a review: after the job is Completed, pick Text (SMS) or Email and click Send review request. It shows when you last asked.
Customer link and deleting
The Customer Link card lets you Copy Link to the customer's self-service page, where they can view, reschedule, or cancel. See How customers reschedule or cancel from their text link.
Owners and admins also see Delete Appointment. This permanently removes it, so use Cancel instead if you want to keep the history.
Frequently asked questions
Q: Why don't I see the Check In or Start Work buttons?
A: They only show for the next step. A booking still waiting on its deposit shows no status buttons until the deposit is paid or collected at the counter.
Q: Why is there no Create invoice button?
A: It's hidden when the appointment already has an invoice (you'll see View invoice), when it was booked from a quote (convert the quote instead), and for canceled, no-show, or deposit-pending appointments.
Q: Can I register a warranty before the job is finished?
A: No. The Register button only appears once the appointment is Completed. Until then the card says to complete the job first.
Q: Who can delete an appointment?
A: Only people with permission to manage appointments, which is owners and admins by default. Everyone else can still cancel.
Q: What happens when I remove a film entry?
A: The inches are restored to the roll it came from. This can't be undone.