How It Works · CalAppt

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Free vs Pro

Free: use the calendar, customers, basic payment tracking, notes, and local backups on one device.
Pro: unlock cloud sync across desktop/mobile, online booking, client intake, and premium business tools.
Open Account to sign in, register, start a 14-day trial, manage billing, or check your current plan.
Your plan label appears in the app so it is clear whether you are using Free, Pro, or tester access.

Calendar

Day: focus on one day and tap a time slot to add a session or event.
Week: review your schedule, weather, and daily totals. Mobile shows fewer days so appointments are easier to read.
Month: see your month at a glance and jump to busy days quickly.
Agenda: view upcoming items in time order, including online booking indicators.
Today jumps back to the current date. Use the arrows to move forward/back.

Scheduling

Tap a time slot to schedule, or tap an existing item to edit, duplicate, cancel, or delete it.
Choose Session when you are working with a customer and want payment/receivable tracking.
Choose Event for non-customer blocks such as travel, admin time, tournaments, meetings, or personal time.
Use Location, Mode, Travel, and Buffer to block realistic time around the appointment.
Use Status to track scheduled, confirmed, completed, no-show, canceled, refunded, or paid state.

Voice

Tap the microphone on mobile to use guided voice actions. The microphone turns red only while listening.
Main voice options include show today, adding, find customer, select day, map, new client, show week, and sync now.
Adding asks whether you want a session or event, then guides you through the important details.
Find customer opens the customer page for the name you say.
Select day can move the calendar to a spoken day or date.
Map prompts for an address or place and opens Google Maps.

Customers

Open Customers to add/edit customer name, cell, email, notes, tags, and custom fields.
Use Message, Call, and Email from a customer profile. Texting opens your phone's Messages app so you still control the final send.
Use the Map action when a customer or appointment has a location you want to open or text.
Customer profiles show recent sessions, upcoming sessions, dates/times, and payment details.
Use Merge duplicates if the same customer was created more than once, including from online bookings.
Use Import contacts from Menu to bring in a .vcf or Google Contacts .csv file.

Client intake

Use the client intake link when you meet a new customer and want them to enter their own details.
Open Booking settings or use the voice command new client / intake link to show the intake page or QR code.
Clients can enter name, cell, email, and notes. CalAppt adds or updates the matching customer profile.
Each subscriber/tester gets their own intake link tied to their CalAppt account.

Online booking

Online booking is part of Pro and tester access.
Open Booking settings to set your booking username, page title, daily hours, available days, and start time increment.
Allow clients to choose duration options such as 30, 45, 60, 90, or 120 minutes when enabled.
Tap Generate availability after changing booking rules or when you want to refresh available slots.
Share your link, for example calappt.com/book.html?username=yourname.
Online bookings appear on the calendar with a compact icon/badge and are listed on the Online bookings page.

Cloud sync

Sign in on the Account page to connect your calendar to Supabase cloud sync.
Cloud sync runs automatically, so changes should move between desktop and mobile without a manual save.
Use Sync now if you want to push/pull immediately or verify the latest data.
The app shows sync status such as last upload, last download, and last synced so you can trust what happened.
Cloud tools and manual upload/download controls live on the Backups page.

Payments

Set a session Amount to track money owed and paid.
Payments shows sessions for the month, lets you edit amounts, and helps mark sessions paid.
Receivables shows unpaid past sessions, while future sessions can appear as potential income.
Statements give monthly/yearly totals for business review and accounting.
CalAppt subscriptions use Stripe Checkout and the Stripe Customer Portal. Stripe Connect for client payments can be added later.

Templates

Open Menu → Business templates to choose a preset such as Trainer, Dog Walker, Tutor, Coach, Cleaner, or Handyman.
Apply a template to load suggested service types and starter settings for your business.
Choose a Service type inside a session so your reports and customer history are easier to understand.
You can change templates later if your business setup changes.

Backups

Open Backups to export/import backup files, export Google .ics, and use cloud upload/download tools.
CalAppt automatically saves recent local versions after changes so you can restore if needed.
The most recent 12 autosave versions are kept on the device.
Use Export Backup before major changes or before moving data to another device.
Use Merge Backup to bring customers and appointments onto another device without wiping what is already there.
Merge help (step-by-step)

Mobile

On iPhone, open CalAppt in Safari, tap Share, then tap Add to Home Screen.
Launching from the home screen gives CalAppt a more app-like feel with its own icon.
Mobile is best for texting, voice commands, maps, quick customer lookup, and booking-link sharing.
Open More for the mobile install instructions anytime.

Settings

Open Settings → Business profile to set your business name, logo, and accent color.
Open Settings → Currency & receipts to set currency and message/receipt wording.
Open Settings → Time settings to set the time zone label used on statements and exports.
Set weather city as City, ST/Prov, for example Vancouver, BC.
Use Setup Guide to walk through the main configuration steps.