Booking
The Booking feature allows business owners and staff to manage appointments and schedules for their beauty salon or service business. You can:
The Booking feature allows business owners and staff to manage appointments and schedules for their beauty salon or service business. You can:
View appointments in a calendar format
Create, edit, and cancel bookings
Assign services to staff members
Manage multiple branches
Handle customer check-in/out
Process payments and checkout
Handle no-show protection
Get used to the Calendar View
WAJ makes managing appointments easy with a clear, organized booking system that uses color coding to show booking statuses. Each booking color represents a different status in the client’s journey, from the moment an appointment is scheduled to its completion. Staff can easily track who’s waiting, which appointments are about to end, and where they need to be next. This organization helps prevent double-booking, optimizes service flow, and enhances the client experience by ensuring no one is overlooked.
Booked : This is where it all begins! When a client schedules an appointment online or staff books it ahead of time, the appointment is marked as "Booked." This status helps track new appointments that need a quick review and confirmation. It’s like penciling in plans—you know it’s there, but you still need to make it official. For example, imagine a client books a hair appointment for next Tuesday. Staff sees it marked as "Booked" and can review the stylist's availability to make sure everything is set before confirming.
Confirmed : Now it’s official! Once the staff reviews and confirms the appointment, it moves to "Confirmed." This status signals that the appointment is good to go and ready for both the client and salon staff to plan around. It gives everyone peace of mind, knowing the appointment is locked in. For instance, after reviewing a "Booked" nail appointment, the staff confirms it, letting the client know they’re set for their pampering session!
Waiting : Clients have arrived and are eagerly waiting for their service. This "Waiting" status is a great way to track who’s ready for their appointment but hasn’t started yet, keeping everything organized, especially during peak times. Picture a client who arrives early for a facial; they’re marked as "Waiting" until the esthetician is ready to start, helping staff stay on top of appointments and reduce wait times.
In Progress : The fun is underway! When a service begins, it’s marked as "In Progress," signaling to everyone that the client is being attended to. This status helps track which appointments are ongoing so staff can keep an eye on timing and be ready to transition to the next client. Think of it as a live update: if a lash extension appointment is "In Progress," the receptionist knows to prepare for checkout soon.
Completed : Success! The appointment is done, and the client is ready to check out. Marking an appointment as "Completed" is like crossing it off the list; it’s finished and frees up space for the next one. For instance, after a waxing session, staff marks it "Completed," signaling that it’s time to process payment and reset the space for the next client.
Cancelled : Life happens, and sometimes appointments are canceled. When a booking is marked as "Cancelled," the details remain visible but with a line through them, serving as a record without cluttering the active schedule. This status is handy for tracking no-shows or rescheduling availability. For example, a client cancels their brow appointment the day before, freeing up that time for another booking. The crossed-out booking helps staff see trends in cancellations and openings at a glance.
Each status adds to a smooth and stress-free booking experience, helping staff stay organized and clients feel well taken care of from start to finish!
The bookings on the calendar will always have the time on top, followed by the full names of the client, and then the service they require. A canceled booking will have all the details of the booking dashed out as can be seen above.
The dot at the top right corner of the booking represent connected booking of multiple services.
One more nice feature WAJ calendar has is a preview of the staff shifts in the calendar, You can easily see when your staff are working by the white and grey highlights on the calendar
Filtering Bookings
Filtering bookings is important because it quickly organizes bookings by staff or by the status of the booking. It makes it easier to manage schedules and spot availability. You can use this when a staff is off, or you would like to see a specific staff schedule for the day. to filter boking simply...
[1. arrow-up-right](https://login.waj.ai/#/bookings)Click onThis is the filter button, it opens a side panel with the list of all the staff members in the branch as well as all the different statuses of the booking to filter on.
[2. arrow-up-right](https://login.waj.ai/#/bookings)Choose a filterChoose what to filter on, any of the staff members, or a booking status.
3. Changes are applied immediatelyThe changes are instantaneous as seen in the background.
Create a Booking
Start booking your appointments to keep the schedule organized, manage time efficiently, and reduce wait time. Booking allows customers to secure appointments at their convenience, increasing satisfaction and improving their experience.
1. Click on the calenderTo create a booking click anywhere on the calendar to open the booking details, clicking on the timeslot automatically selects the time and the relevant staff you want to book the service with
2. Click on "Add Customer"If the customer is a walk-in customer, leave this section empty. otherwise select the client that you want
circle-infoTracking bookings with customers helps you enhance your CRM experience and improve your reporting by differentiating between new acqusitions , loyal customers and churn reasons.
3. Select from saved customersA customer from the list of saved customers can be selected, or a new customer profile may be made by selecting the "Add New Customer"
4. Change the date and timeBy clicking on the date or time, the desired date and time for the booking is selected. We automatically chose the time and the date when you first selected the slot. this is helpful if you are trying to schedule an appointment for later.
5. Click "Add Service"to add differnet services / packages / offers You can click on add service.
circle-infoif a service is selected that is not provided by the selected staff, the system will auto assign the service to a staff that provides it. for more information regarding the staff provided services check the staff section
6. Select ServiceThe wanted services are selected from the list of provided services. Multiple services can be added by clicking on "Add Service" again. or simply by long press on the first service to select multiple services.
7. Once you're done adding services and offeringsThis saves the booking, which then will be seen on the calendar under the respective staff.
Changing Dates
To book a booking in advance, or check a previous day before on the calendar , you can easily use the navigation buttons to go forward and back in the calendar. You can even go a month or two. this is also very useful if you want to check the staff availability to schedule a recurring booking.
Remove Service
Removing services from bookings is important for maintaining an accurate and organized schedule in the WAJ platform. When a service is removed from a booking, it ensures that clients only see and pay for the treatments they actually receive. This can be especially useful if a client changes their mind about a service, or if the stylist needs to adjust based on time constraints or client preferences during the appointment.
This feature helps prevent billing errors, reduces potential confusion, and keeps records clean and accurate for both clients and staff. Additionally, it allows the salon to free up time in the schedule for other clients or services, maximizing efficiency. By keeping bookings updated with only active services, businesses create a smoother, more transparent experience for everyone involved.
1. Click on the bookingClick on the booking the service is to be removed from.
2. Delete the serviceGo to the services section and delete the service that is unwanted by clicking on the trash can icon.
3. Click on "Save"Save the booking after removing the service.
Add Notes
Adding notes to a booking allows staff to record important details about each appointment. Notes can include specific client preferences, any adjustments discussed during the booking, or unique requirements for the session. This personalized information helps ensure a consistent experience, as staff can review past notes to tailor the service to each client’s expectations.
For example, a stylist might note that a client prefers a certain hair product or that a skincare client has specific sensitivities. These notes make it easy for any team member to deliver a personalized experience, even if they haven’t worked with the client before. This feature helps avoid miscommunication, keeps records organized, and enhances customer satisfaction by remembering the small details that make a big difference.
1. Select the bookingSelect the booking to add the note to.
2. Click on "Add Note"Click on "Add Note" in the Notes section.
3. Type in the note4. Click on "Save"Click on save to save the note in the booking. The note will not be visible on the calendar, only in the booking itself.
circle-infoYou can view the notes later in reports, this might be useful if you want to remember something later. the note is also added to the customer profile with the date and staff who added it.
Schedule Booking for Later
Staff can book appointments in advance, this is especially useful for clients who prefer to plan their appointments well ahead, ensuring they secure their preferred time slots. It also benefits the business by helping to create a more predictable schedule, allowing for better staff planning and resource allocation.
For example, a client can book a haircut two months from now, knowing they’ll have a reserved spot without needing to call closer to the date. For the salon, this feature minimizes last-minute scheduling conflicts and keeps the calendar organized with upcoming appointments, making it easier to anticipate busy days. The ability to schedule bookings in advance improves both client satisfaction and operational efficiency, creating a more streamlined experience for everyone.
1. Click on anywhere on the calendarMake sure to click on an empty space on the calendar and not a booking.
2. Add customerLeave blank if it's a walk-in customer
3. Select customerSelect the customer from the saved clients or add a new customer profile
4. Click on the date5. Select the scheduled dateChoosing the day and the month by clicking on the arrows and select the date and of the scheduled booking.
6. Click on the time7. Select the timeSelect the time of the scheduled booking by scrolling through the hour and minutes.
8. Select the serviceSelect the service of the scheduled booking from the services offered by the branch.
9. Click on "Save"Save the Scheduled booking.
circle-infoThe booking by default is saved with booking status Booked This allows staff to easily identify and confirm bookings with a customer ahead of the booking.
Checkout Booking
This is the final step of the client experience by helping staff manage payment and complete bookings efficiently. When a service is "Checked Out," it signals that the appointment is complete, payments are processed, and any final notes or details are recorded in the client’s profile. This feature helps keep everything organized by closing out the booking, updating records, and freeing up space for new appointments.
1. Select the bookingSelect the booking that is to be checked out.
2. Click on "Save and Checkout"This leads you to the payment section.
3. Payment methodSelect if thepayment method is cash or credit card.
4. Payment detailsAdd theproducts that are purchased from the inventory, add tip and discount amount by selecting either from the provided selection or by manually entering an amount. The total amount to be paid is then calculated accordingly.
5. Click on Complete CheckoutClick on complete checkout once the payment has been successful.
Sell Products
Businesses can sell retail items directly to clients during their appointments. This allows staff to quickly add products like hair care, skincare, or styling tools, to the client’s final bill at checkout. It’s a convenient way to recommend and sell products that complement the services provided, helping clients continue their beauty care at home while adding a valuable revenue stream for the salon.
For instance, after a facial, the esthetician can suggest a moisturizer used during the treatment and quickly add it to the client’s checkout. This feature not only simplifies the purchase process but also personalizes the client experience, building trust and encouraging loyalty by recommending products that suit individual needs. Overall, it boosts product sales, enhances client satisfaction, and contributes to the salon’s profitability.
Guide with login.waj.ai
Created by kawsar sherani on 11/1/2024
1. Click on "Add products"Click on"Add Products" in the checkout section of the booking.
2. Select the productsSelect the products that are being purchased with the service.
3. Click on the product to edit4. Edit ProductChange the amount of product to sell, the price, or remove it altogether. And then "Save".
Tip
The "Tip" feature in the WAJ platform app allows clients to easily add gratuity to their total bill during checkout, showing appreciation for the quality service they received. This feature simplifies the tipping process by letting clients choose a tip amount or percentage directly in the app, making it convenient and seamless for both clients and staff.
For example, after a relaxing massage, a client can select a tip amount when they’re ready to pay, without needing cash on hand. The "Tip" feature supports a smoother, cashless transaction and gives clients a thoughtful way to acknowledge their service provider. It enhances staff morale and promotes a positive customer experience, as it reflects the client’s satisfaction with their service.
1. Click on "Enter Tip Amount"At the checkout, the tip is selected under the "Tip Details" section.
2. Type tip amountType in the exact amount of tip or choose from the listed selection. When a percentage is selected the amount of tip corresponding to the percentage is calculated automatically.
circle-infoThe tip is distributed by ratio of contribiution to the booking revenue when multiple staff members worked on the booking.
Adding a Manual Discount
Discounts allow staff to apply special pricing or promotions to a client’s bill, whether it’s a seasonal offer, a loyalty reward, or a one-time discount. This tool is invaluable for creating client incentives, attracting new customers, and boosting repeat business by making services more affordable or rewarding loyal clients.
For instance, a business might offer a 10% discount for first-time clients or a holiday promotion on specific treatments. By applying these discounts directly in the app, the salon ensures clients see immediate savings, making the checkout experience smoother. This feature not only improves client satisfaction and encourages loyalty but also gives the business flexibility to run promotions and stay competitive in the market.
1. Type in the discountType in the exact discounted amount or choose a percentage from the listed selection and the discount amount is automatically calculated.
circle-infoThis Discount is calculated on top of the other discounts (such as memberships, referral programs and others)
Gift Codes
Referral Programs
Payment Summary
A payment summary provides a clear breakdown of the total bill for a client’s visit, including service charges, product purchases, any applied discounts, tips, and taxes. This feature ensures transparency by displaying a detailed itemization of charges, helping clients understand their payment, and providing a smooth, straightforward checkout experience.
1. Click on theiconClick on the arrow pointed upward to open the payment summary.
2. Payment summaryThe payment summary an be looked through from here, and once done click on "Close" to close the payment summary.
Split Tips
> The Split Tips feature allows businesses to distribute gratuity efficiently among staff members involved in providing services. This feature ensures transparency and flexibility by offering three distinct methods for splitting tips.
[1. Add tip in the payment screenarrow-up-right](http://localhost:62885/#/bookings)By default, tips are split proportionally among staff members after adding a tip. You can switch to a different method (Equal Split or Manual) as needed before completing the payment.
[2. Equal Splitarrow-up-right](http://localhost:62885/#/bookings)
Divides the total tip amount equally among all the staff members involved in the booking.
Use Case : Ideal when all staff members have contributed equally to the service.
Example : If the total tip is AED 60 and three staff members are involved, each staff member receives AED 20.
[3. Proportional Split (Default)arrow-up-right](http://localhost:62885/#/bookings)
Allocates the tip amount based on a percentage or predefined proportion assigned to each staff member.
Use Case : Suitable for situations where different staff members have varying levels of contribution or responsibility.
Example : If the tip is AED 100 and one staff member is assigned 70%, they receive AED 70, and the remaining AED 30 is distributed among others.
[4. Manual Splitarrow-up-right](http://localhost:62885/#/bookings)
Enables users to manually assign specific tip amounts to individual staff members.
Use Case : Ideal for situations where tip amounts need to reflect customer preferences or unique agreements with staff.
Example : A customer tips AED 50 and specifies AED 30 for the lead stylist and AED 20 for the assistant.
Payment Method
Different payment methods in the WAJ platform give clients the flexibility to choose their preferred way to pay, whether it’s credit-card, or cash. By offering multiple options, this feature makes the checkout process convenient and tailored to individual client needs, enhancing their overall experience.
When the cash option is selected, the cash amount received can be typed in the section and the change is calculated automatically by the system and displayed, this makes handling cash at the checkout easier as the need for a calculator is eliminated.
Cancelling Booking
Cancelling Booking allows clients or staff to cancel appointments when plans change. This is essential for maintaining an up-to-date schedule, freeing up time slots for other clients, and reducing no-shows. When a booking is cancelled, the system immediately updates, allowing staff to adjust resources and potentially rebook the slot with another client.
1. Click on the bookingClick on the booking that is to be cancelled
2. Click on the status of the booking3. Select "Cancelled"Select "Cancelled" to cancel the booking. This will remove the booking from the calendar, and can only be seen when the calendar isfiltered by cancelled bookings.
circle-infoCancelled bookings are not shown in the reports revenue, if you do a mistake after you checkout. cancel the booking with the mistake and create a new booking with the same details.
circle-exclamationCancelled bookings are hidden by default in the calendar view, you can view them by enabling it from booking filters
Marking Booking as No-Show
Marking a booking as no-show allows staff to mark appointments where clients didn't arrive. This is essential for tracking attendance, helping the business manage its time efficiently, and identifying clients with frequent no-shows. Marking a booking as a no-show also helps staff know which appointments didn’t take place, so they can adjust the schedule accordingly and possibly fill the missed slot with another client.
For example, if a client doesn’t show up for a massage and hasn’t canceled, staff can mark it as a "No-Show" in the app. This enables the business to keep accurate records, follow up with the client if needed, and analyze trends in no-show behavior. The feature helps reduce lost revenue by allowing quick adjustments and maintains an organized schedule, supporting a smooth experience for both staff and clients.
1. Click on the no-show bookingClick on the booking which the customer failed to attend.
2. Click on the status of the bookingThis can be found in the top right corner of the booking detail.
3. Select "No-Show"Select no-show to update the status of the booking to a no-show.
Sharing Invoice
Sharing an invoice lets staff quickly send an itemized bill to clients, either via email or text. This feature provides a convenient way for clients to receive a clear breakdown of charges, including services, products, discounts, taxes, and tips, right on their preferred device. This feature not only improves transparency by providing clients with a detailed summary but also supports easy record-keeping. Sharing invoices digitally saves time, reduces paper use, and enhances client satisfaction by offering a convenient, modern experience.
circle-infoSharing an invoice is automatic on the phone, you can immediatly share your invoices to a whatsapp or a registered contact
Printing Reciept
circle-infoWAJ Allows you to connect your thermal printer and drawer, completely replacing your entire current POS solution. You can contact us at [[email protected]](/cdn-cgi/l/email-protection) to learn more about the POS solutions we offer.
Create a service
circle-infoYou can reorder your services / categories and offers by simply dragging and dropping them in place
1. Click on "My Business"This can be found in the side-bar menu
2. Click on "Services"3. Click on "New Service"4. Create/select categoryYou may create a new category or select a pre-existing category from the list
5. Type in the rest of the details of this new serviceAdd the cost of the service as well as duration of the service
6. Click on "Additional Fields"Here, any additional information about the service as added. You can add a description as well as any specific aftercare clients may need
Creating a New Booking
Navigate to Calendar
From home screen, tap "Calendar" or "Bookings"
Select Date and Staff
Choose the appointment date
Filter staff if needed (drawer icon → select staff)
Tap Empty Slot
Click on any empty time slot in the calendar
Add Services
Select customer (or choose "Walk-in")
Add services from available options
Staff assigned automatically or select preferred staff
Review and Save
Check total price and duration
Tap "Save" to create booking
Editing an Existing Booking
Tap on Booking Card
Click any booking in the calendar
Make Changes
Change date/time: Drag to new time slot
Change staff: Drag to different staff column
Change services: Edit service details
Add/remove services: Use +/- buttons
Save Changes
Tap "Save" to update booking
Changes sync in real-time
Canceling a Booking
Open Booking Details
Tap on the booking card
Tap Status Dropdown
Select "Canceled" from status menu
Select Cancellation Reason
Choose reason or enter custom reason
Tap "Confirm"
Booking Status Updated
Card turns red (canceled color)
Notification sent to customer (if enabled)
Processing Checkout
Complete Services
Update booking status to "In Progress" when service starts
Change to "Checked Out" when complete
Tap "Save and Checkout"
Opens checkout screen
Add Payment Details
Select payment method (cash, card, etc.)
Enter any tips
Review total
Complete Checkout
Tap "Complete"
Invoice generated automatically
Print option available
Handling No-Show Protection
When enabled, booking captures partial payment if customer doesn't arrive:
Mark as No-Show
From booking details, select "No Show" status
Automatic Charge
System charges the no-show protection percentage
Amount calculated from total booking price
Customer Notified
Customer receives notification about charge
Using the Filter Drawer
Customize your calendar view:
Filters Available:
Staff: Show specific staff members
Booking Status: Show confirmed, waiting, checked out, etc.
Service Category: Filter by service type
Provider Category: Filter by staff skill category
Booking Channel: Online bookings vs. in-person
Creation Date: Recent bookings (last 1h, 3h, 24h, etc.)
View Type: Grid or list layout
Zoom Level: Adjust time slot height
Managing Conflicts
When scheduling conflicts arise:
Conflict Types:
Blocked Time: Staff unavailable during this time
Existing Booking: Another booking overlaps
Outside Shift: Staff not scheduled to work
Resolving Conflicts:
View Conflict Details
Conflicted services show warning icon
Tap to see conflict details
Use "Schedule for Me"
Automatically finds next available slot
May change staff member or time
Manual Resolution
Change staff member
Adjust time to avoid conflict
Remove conflicting service
Calendar View Options
Single Day View (default)
Shows one day per screen
All staff in columns
Hour-by-hour time slots
3-Day View (for single staff)
Shows yesterday, today, tomorrow
Useful for planning around current day
1-Week View (for single staff)
Full week view for selected staff
See weekly schedule at a glance
Access Multi-Day View:
Tap on staff name
Select view type (3 days or 1 week)
Drag and Drop
Move Booking Time:
Click and hold booking card
Drag to new time slot
Release to update time
Move to Different Staff:
Drag booking to another staff's column
Time adjusted automatically
Booking appears on both staff if multiple services
Resize Duration:
Drag bottom edge of booking card
Adjust duration visually
Duration updates persist after release
Customer Management
Select Customer:
Tap customer section in booking details
Search existing customers
Or create new customer
Walk-in Customers:
Select "Walk-in" instead of customer
No customer details required
Can add later from customer profile
View Customer Profile:
Tap on customer name
View booking history, notes, forms
Products and Packages
Add Products:
From booking details, add products to sell
Products counted in total price
Inventory automatically updated
Add Packages:
Select from available packages
Package includes multiple services at set price
Individual services within package shown