Scheduling an appointment

Updated on 2026-09-15

In short

1. Tap an empty spot in the staff member's column, at the time you want.
2. Search for the client, or simply type a name.
3. Tap the services the client is coming for.
4. Choose the origin and type a note if you want.
5. Click Inboeken (book in).

There is no Nieuwe afspraak (new appointment) button: you tap the time where the appointment belongs.

The Nieuwe afspraak window

At the top are the staff member's name and the chosen time.

Client

A search field with Zoek op naam of gsm (search by name or mobile). From two characters onwards the results appear, with name and telephone number. If you pick someone, the name appears with a small wijzigen (change) button next to it.

If the client is not there, just type the name: that becomes the first name of a new client record. If you type nothing, the record gets the first name Eenmalige (one-off).

Creating a client record can therefore be done here in one movement. Everything you want to know later — mobile, e-mail, language, colour formulas — you add under Klanten (clients).

Package or individual services

If your salon has packages, two buttons appear above the service list: Menu (package) and Losse diensten (individual services).

Choose Menu and you get the packages per category, each with its price. One tap is enough: all the services in the package are planned, each with its own duration and processing time, and the appointment gets the package price — not the sum of the individual rates. That is exactly what a package is for: with coupe en kleuring the hair is only washed once, so the package costs less than a colour plus a cut separately.

At the bottom of the window it then reads ± 1 u 30 · € 160,00 (pakketprijs) (package price).

A package without a price or without services is greyed out, with the reason beside it: Geen prijs ingevuld (no price filled in) or Geen diensten gekoppeld (no services linked). You cannot tap it. No price is calculated from the individual services on purpose: that would be too high. Add the price under Salon → Menu's; if the package came from Optios it is also listed under Migratie → Opkuisvoorstellen (clean-up suggestions).

The whole package goes to the staff member in whose column you clicked. If you want part of it done by someone else, move that block afterwards.

Services

A search field with Zoek een dienst — pijltjes en Enter werken ook (search a service — arrows and Enter work too). Underneath:

• the heading Vaakst geboekt (most often booked) with six services, derived from the past week;
• then one heading per service category, in your own order;
• Overige (other) right at the bottom, for services without a category.

Every service shows a coloured dot (the same colour as in the grid), the name and the duration — for example 45′. If the service has processing time, +30′ is shown as well, with the explanation Inwerktijd: de stoel blijft bezet, de medewerker is vrij (processing time: the chair stays taken, the staff member is free).

Combining several services is allowed. What you tap stays at the top of the list as a numbered chip, with an × to remove it. Above it the summary appears: 2 diensten · ± 1 u 15 · € 86,00.

The ± sign is there for a reason: the duration can differ per staff member. A junior often takes longer, and the list shows the service's standard duration.

Origin

A dropdown with four options: Telefonisch (by telephone) (the default), Binnengewandeld (walk-in), Online and Klantenportaal (customer portal).

Note

One line, optional.

What happens on Inboeken

HairConnect builds the blocks itself, in this order:

1. per service an active block, in the duration that applies to this staff member;
2. behind it a processing block, if the service has waiting time;
3. the next service starts after the previous one's processing block.

The price is fixed at the moment of booking. If you raise your rates tomorrow, this appointment stays at the price that applied today.

You get a message Afspraak ingeboekt. (appointment booked). If it fails, you read Inboeken is niet gelukt. (booking did not succeed) with the reason underneath.

If the staff member does not do the service

If you plan a service with someone who does not have it on their record (Team → Medewerkers, tab Wat ze kan), nothing is booked either, and a line above the buttons says so: Nova heeft niet de nodige kennis voor nl men (Nova lacks the knowledge for nl men). The button is then called Toch inplannen (plan anyway). Click it and the appointment goes through — you know your salon — and it lands in the log as Afspraak bewust ingepland bij iemand zonder de kennis. The same happens when you drag an appointment to such a staff member: the calendar asks once. A proposal from Hairlien that sits with such a staff member asks the same question when you confirm it.

Online this never happens: a client only gets staff who do the service, and a service nobody knows is not on the booking page.

If the staff member is already busy

If the new appointment lies across another one with the same staff member, nothing is booked. Instead a red line appears above the buttons saying what it is about, with the client's name and time: Deze afspraak staat over Joris Van Damme (16:45) (this appointment lies across Joris Van Damme (16:45)). The Inboeken button is then called Toch bevestigen, met overlap (confirm anyway, with overlap).

If you click that button, the appointment goes through after all. Two clients at the same time with the same hairdresser is sometimes exactly what you want — you know a colleague is taking that part over, or the client is only picking something up. HairConnect does not stop you, but asks once, and the booking appears in the log under Afspraak bewust met overlap geboekt (appointment deliberately booked with overlap).

If you then change something — another service, another menu, another client — the red line disappears and the button reads Inboeken again. The appointment has become a different one, so the question is asked again with the collisions there are then.

A processing block does not count. While a client's colour is processing, the staff member is free; someone else may go in there. So you only get this question when it is about real working time.

Frequently asked questions

The Inboeken button does nothing. It says Kies minstens één dienst (choose at least one service) at the bottom: without a service there is nothing to schedule.

Can I put two staff members in one appointment? An appointment can have blocks with different staff members — you make that by dragging one block separately to another column. See Moving and changing.

Can I make an appointment from the client record? No. The appointment list on the record is expressly there to look at, not to change. You schedule in the agenda.