Skip to content

Appointment Management

Comprehensive guide for managing the appointment lifecycle, calendar visualization, and scheduling logic.

UC-FRONT-001: Calendar Visualization & Navigation

Purpose: Provide a clear, actionable view of staff schedules and availability.

Property Value
Actor Front Desk Staff
Trigger Page load / Navigation
Priority P0

Capabilities:

  • Daily Stylist Grid: View appointments in a matrix (Stylists as columns, Time as rows).

  • Date Navigation: Next/Prev Day, Date Picker, "Today" shortcut.

  • Load Balancing View: Visual indicator of staff utilization (e.g., "Stylist A: 80% full").

  • Color-Coded Services: Different colors for Haircut (Blue), Spa (Green), etc.

  • Filtering: Filter grid by Gender preference or Service Category.

  • Customer Display: Slots show Customer Name + Primary Service + Status Icon.

Main Success Scenario:

  1. Staff opens the "Appointment Board".
  2. System loads today's grid for all active stylists.
  3. Appointments are rendered as blocks spanning their duration.
  4. Staff can visually identify gaps (availability) and conflicts (red borders).

UC-FRONT-002: Scheduling & Booking Actions

Purpose: Facilitate all CRUD operations for appointments.

Property Value
Actor Front Desk Staff
Trigger Interaction with Grid
Priority P0

Capabilities:

  • Create: Click blank slot -> "New Appointment" modal.

  • Edit: Rescheduling, changing service, updating customer info.

  • Cancel: Cancel with reason code (e.g., "Client Request").

  • Block Slots: Manually mark time as "Unavailable" (e.g., Lunch, Personal Emergency).

  • Full-Day Unavailability: Mark entire day as off for a stylist.

  • Walk-Ins: "Quick Add" for immediate walk-in customers (allocates next available slot).

  • Drag & Drop (Future): Support for moving appointments via drag-and-drop on the grid.

Main Success Scenario (Create):

  1. Staff clicks an empty 11:00 AM slot for Stylist A.
  2. System prompts for Customer Phone/Name.
  3. Staff selects "Haircut" + "Beard Trim".
  4. System calculates total duration and validates slot.
  5. Staff confirms booking.

Alternate Flows:

  • Flow A: Drag & Drop: Staff drags booking from 11:00 to 2:00. System re-validates for conflicts.

UC-FRONT-003: Appointment Logic & Validation

Purpose: Ensure schedule integrity and enforce business rules.

Property Value
Actor System
Trigger Before Save/Update
Priority P0

Capabilities:

  • Multi-Service Tagging: Add multiple services; total duration = sum(services).

  • Service Duration Auto-Calc: "Haircut (30m)" + "Spa (60m)" = 90m block.

  • Buffer Time: Auto-insert 5m buffer after appointment for cleanup.

  • Auto-Extension: Premium services trigger extra 10m slot extension.

  • Overbooking Prevention: Prevent creating booking if duration > available time.

  • Double-booking Validation: Error if slot overlaps with existing booking.

  • Conflict Detection: Warn if moving a booking creates a conflict.

Main Success Scenario:

  1. Staff tries to extend a 30m slot to 60m.
  2. System checks if the next 30m is free.
  3. If free, update successful.
  4. If occupied, show error: "Conflict with Booking #123".

UC-FRONT-004: Operational Status & Operations

Purpose: Manage day-of-service lifecycle and context.

Property Value
Actor Front Desk Staff
Trigger Customer Arrival / Event
Priority P1

Capabilities:

  • No-Show Marking: Mark booking as "No Show" (triggers penalty logic if enabled).

  • Late Arrival: Log arrival time diff (e.g., "+15m").

  • Notes/Remarks: Add internal notes (e.g., "VIP client", "Allergic to latex").

  • Customer Card: Quick view of customer tier and history.

  • System logs timestamp.

Acceptance Criteria:

  1. [ ] Staff can view "Checked In", "In Service", and "Completed" statuses.
  2. [ ] Late arrivals (>15m) trigger an optional "Late Fee" prompt? (Check config).
  3. [ ] No-Show status releases the slot for walk-ins.