> ## Documentation Index
> Fetch the complete documentation index at: https://docs.filexpress.app/llms.txt
> Use this file to discover all available pages before exploring further.

# Appointments

> A public link for your customers to book, and the management of each appointment through to invoicing

The appointments module lets your customers **book without creating an account**: you share a link, they choose service, professional, date, and time, and they receive the confirmation by email with the calendar file (`.ics`). You manage each appointment from the Hub and, once the service is done, you **invoice it from the same appointment**.

> [!NOTE]
>
> The module is enabled **per business**. If you don't see the **Appointments** menu, ask support to activate it.

## Set up

Go to **Appointments** in the side menu. The settings (administrators only) are in the **Settings** button in the header, which opens a section with the **Booking link** and **Bookable services** tabs on the left. Use **Back to appointments** to return to the schedule.

### 1. Bookable services

Each bookable service starts from a **service-type product** (or a product-and-service type) in your catalog; the invoice price and taxes come from that product.

| Field | Description |
| - | - |
| Product | The service from the catalog. A product can only be configured once. |
| Duration | Minutes the appointment lasts (5 to 480). |
| Buffer | Minutes between one appointment and the next (0 to 120). They take up schedule time but are not shown to the customer. |
| Requires professional | If enabled, the customer chooses who attends them (or "anyone"). If not, the appointment is not assigned to a person. |
| Professionals | Employees enabled for that service. With no selection, any employee with a schedule can attend it. |
| Active | An inactive service does not appear on the link. |

> [!NOTE]
>
> Availability comes from the **HR work schedules** (current shifts and assignments). Times are not offered on holidays, with approved leave, or when the professional already has another appointment. The same professional cannot be in two appointments at once, even if they are at different branches. Shift breaks are not deducted.

### 2. Booking link

There is one link per branch. In **Settings → Booking link** (organized into *Public link*, *Booking rules*, and *Notifications*):

| Option | Description |
| - | - |
| Active | Turns the link off or on without losing it. |
| Minimum notice | Minimum hours of advance notice to book. |
| Maximum window | How many days ahead can be booked. |
| Requires approval | If enabled, the booking arrives as **requested** and you confirm it. If not, it is created as **confirmed**. |
| Notification email | Receives an email every time a new request comes in. |

**Copy link** gives you the public address to share (WhatsApp, social media, your website). **Rotate link** generates a new one and the previous one stops working: appointments already made remain manageable through their own management link.

## What your customer sees

1. **Service**, then **professional** (or "anyone") if the service requires it.
2. **Date and time**, with that day's free slots in the business's time zone.
3. **Their details**: name, phone, and email, notes, and up to **4 reference images** (JPG, PNG, or WebP, up to 5 MB each), and acceptance of data processing.
4. **Confirmation**, with a link to **view, reschedule, or cancel** their appointment without an account.

If someone else takes the same time while the customer is completing the form, they are notified and choose a time again.

### Emails

Emails are sent from `citas@filexpress.app` under your business name, and customer replies go to your branch's email.

| Moment | Email |
| - | - |
| The customer requests | Acknowledgment to the customer and notice to your notification email. |
| The appointment is confirmed | Confirmation with the `.ics` file to add it to the calendar. |
| It is rescheduled | Notice with the updated `.ics` (if the appointment is confirmed). |
| It is canceled | Cancellation notice; if it was already confirmed, the `.ics` removes it from the calendar. |

## Manage appointments

The main **Appointments** screen shows a summary of the current view (requested, confirmed, in progress, and completed), the filters, and the list or the **weekly schedule by professional**. You can filter by status and dates. When you open an appointment you see the customer, service, professional, notes, and reference images.

| Status | Meaning | Actions |
| - | - | - |
| Requested | Came in through the link and awaits your approval. | Confirm, cancel |
| Confirmed | Booked; takes up schedule time. | Start, reschedule, cancel, mark "no show" |
| In progress | Being attended. | Finish, cancel |
| Completed | Service finished. | **Invoice** |
| Invoiced | Already has an associated sale. | View the sale |
| Canceled / No show | Removed from the schedule. | — |

You can also **create an appointment internally** (for example, when taking a call): it is created as confirmed and only asks for name and phone.

## Invoice from the appointment

With the appointment **completed**, the **Invoice** button opens **New sale** with the service, its price, and its taxes already loaded (just like when invoicing from a [quotation](https://docs.filexpress.app/en/docs/ventas/cotizaciones.md)). If the appointment is not linked to an existing customer, you choose or create the customer in the sale. When the sale is issued, the appointment becomes **invoiced** and is linked to it.

> [!WARNING]
>
> Only a **completed** appointment can be invoiced, and only once.


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