The digital calendar is the central working tool in Altegio. This is where administrators create bookings, accept payments, and communicate with clients, managers monitor revenue and team workload, and specialists see their schedules in real time. Everything is in one interface, without switching between tools.
Real-time synchronization: the whole team sees the current schedule
Any change in the calendar—a new booking, reschedule, or cancellation—appears instantly for all employees. An administrator reschedules a visit at the reception desk, and the specialist immediately sees the update in the mobile app. A client cancels online, and the free slot instantly opens up in the schedule.
This prevents double bookings and scheduling conflicts that cost the business both reputation and clients.
Different roles, different ways of working with the calendar
The calendar works for the whole team, but each person uses it differently. The administrator creates and reschedules bookings, accepts payments, and sells products. The manager or owner checks daily revenue and schedule density without switching to reports. The specialist, through the mobile app, sees only their own visits and receives notifications about changes.
Revenue control directly in the calendar
The calendar displays a financial summary for the current day, updated in real time: total revenue, cash and card payments, product sales, and the use of loyalty programs.
The owner opens the calendar in the middle of the day and immediately sees how things are going. If revenue is lower than expected, they can offer clients open slots or launch a promotion for less busy hours without waiting for the end-of-day report.
Fast booking and rescheduling of visits
The administrator creates new bookings, reschedules visits, and changes their duration directly in the calendar. If a client is late or asks for another time, the booking can be moved in just a few clicks and is immediately reflected for the whole team.
Reducing no-shows: confirmations and reminders from the calendar
Every missed visit is a lost slot that can no longer be filled. From the visit card, the administrator can send the client a confirmation or reminder via SMS, push notification, or email. One click is enough for the client to receive a message the day before the visit.
This reduces the number of no-shows. It directly affects revenue: when clients come consistently, specialists stay evenly booked and the day goes according to plan.
Automatic repeat booking: loyal clients always stay in the schedule
For services with a regular frequency, such as manicures, massages, cosmetology procedures, or men’s haircuts, the administrator can create a series of future visits in advance. The system automatically adds bookings to the schedule at the specified interval.
A regular client keeps their slot, and there is no need to remind them to book again each time.
Client communication inside the system
The calendar supports messaging with clients directly inside the system. A message can be sent from the visit card without opening third-party messengers. The full conversation history is stored in the card and is available at any time. If a client says they will be late or asks to change the time, the booking is rescheduled and the specialist receives the update immediately, without extra calls or forwarded messages.
Personalized service through client tags
The calendar immediately shows who is coming to the visit: a new client, regular client, VIP, or a client from a special category. If a VIP client is marked in the schedule, the administrator prepares personalized service in advance. This approach increases loyalty and raises the chance of a repeat visit.
Display by resources: control of rooms and equipment
The calendar supports display mode not only by employees, but also by rooms, chairs, or equipment. For example, in a cosmetology clinic, you can see room occupancy; in a tanning studio, cabin availability; and in a wellness center with a cryochamber, track when the equipment is free and avoid schedule overlaps. No resource will be double-booked.
Accepting payment in one window
After the visit is completed, the administrator accepts payment directly from the visit card: in cash, by card, with a gift certificate, membership, from the client balance, online by link, or by QR code. All operations are automatically recorded in the system and reflected in reports.
For example, a client comes for hair coloring and wants to pay partly with a membership and the rest by card. The administrator splits the payment directly in the visit card in just a few seconds. If there are not enough funds on the account, the system automatically records the debt, and the visit is closed without manual notes.
Group bookings and events
The calendar supports group bookings, which is convenient for studios with group training sessions, workshops, or courses. Instead of creating a separate booking for each participant, one event is created with the required number of places. Recurring events, such as weekly training sessions, are configured once and then appear in the schedule automatically.
Visit statuses: the schedule can be read at a glance
Each visit has a status: “Pending,” “Confirmed,” “Arrived,” “No-show.” A color-coded system allows the administrator to instantly assess the current state of the schedule and understand where action is needed.
Change history: transparency in team operations
The system records all changes to a visit: reschedules, service edits, payments, and status changes. If a booking was changed, the manager can see who made the change and when. This prevents disputes within the team and helps control work quality.
Medical documentation
For medical organizations, Altegio supports patient medical records: medical history, procedures, recommendations, and treatment plans. All information is stored in the patient card and is available to specialists during the appointment. More details can be found in the medical functionality section of the knowledge base.
How to start working with the calendar
The appointment calendar combines schedule management, clients, visits, and payments in one interface. To configure and use all features, refer to the articles in this section.
Working with the calendar
- Calendar settings
- Calendar scale
- Working in the calendar
- Searching for clients in the calendar
- Adding an assistant to a visit
- Visit statuses
- Rescheduling a booking (visit card)
- Categories of bookings and events
- Chat features in the calendar and visit window in Altegio
Working with appointments
- Working with appointments
- Visit payment
- Automatic repeat booking
- Features of the Notifications and Change History sections
- Features of the Consumables Write-off section
- Client last name and middle name
- Rescheduling a booking (visit card)
- Booking visitors under one phone number
- Additional fields
- New booking window
- Technical breaks
