View a guest's appointment history
This article explains how to view and manage a guest’s appointment history from the Appointments tab in the guest profile. You’ll learn how to modify upcoming appointments, view invoices and take payments, edit treatment notes, manage guest feedback and product consumption, view the appointment log, process refunds on past invoices, rebook past appointments, view cancellation/no-show reasons, and print appointments.
Overview
The Appointments tab consolidates a guest’s appointment lifecycle—from upcoming bookings to past visits—along with invoices, service providers, refund history, and redemption of loyalty points or credits. The tab is divided into two sections: Upcoming Appointments and Past Appointments. Use this page to perform day‑to‑day actions like editing bookings, taking payments, updating clinical/treatment notes, capturing feedback, tracking product consumption, exporting logs, processing refunds, and printing records.
Key terms
Appointments tab: Page in the guest profile that lists upcoming and past appointments with related actions
Invoice: The bill linked to an appointment; used to take payments, issue refunds, or print receipts
Treatment notes/Custom data: Structured notes recorded for a service accessed via the custom data icon
Product consumption: Products used/consumed during a service. Can be auto‑tracked or added manually
Feedback: Guest comments or ratings recorded per appointment
Appointment log: A filterable, exportable audit of appointment events and changes
Rebook: Creates a new appointment based on a past visit’s service/provider details
Cancellation/No‑show reason: The reason captured when an appointment is canceled or marked as no‑show
Prerequisites
Appropriate user permissions to view guest profiles, edit appointments, update notes, process payments, and issue refunds.
To process a refund, the related invoice must exist and be closed/completed first.
To modify an appointment, it must be listed under Upcoming Appointments.
Modify an upcoming appointment
To modify an upcoming appointment, follow these steps:
Navigate to the guest's profile and click the Appointments tab.
Locate the upcoming appointment you wish to modify and click Edit.
In the Appointment Info panel, make the necessary changes.
Click Save to update the appointment or click Take Payment if you are processing a payment.
View invoice and take payment
To view invoice or take payment, follow these steps:
Navigate to the guest's profile and click the Appointments tab.
Locate the appointment for which you want to view the invoice or take payment.
Click the link in the Invoice number column.
Edit the invoice or proceed with the payment as required.
Modify treatment notes
To modify treatment notes, follow these steps:
Navigate to the guest's profile and click the Appointments tab.
Locate the appointment for which you want to record treatment notes.
Click the custom data icon.
Enter or update the required information.
Click Submit.
Manage guest feedback
To manage guest feedback, follow these steps:
Navigate to the guest's profile and click the Appointments tab.
Locate the appointment to record guest feedback.
Click the feedback icon.
Enter or update the guest’s feedback.
Click Submit.
Manage product consumption data
To view or manage product consumption data, follow these steps:
Navigate to the guest's profile and click the Appointments tab.
Locate the appointment for which you want to view or update product consumption data.
Click the consumption icon.
View or edit consumed products. You can add manual products or update auto-tracked ones.
Click Save.
View appointment log
To view appointment log, follow these steps:
Navigate to the guest's profile and click the Appointments tab.
Locate the appointment whose log you wish to view.
Click the view log icon.
Filter the records and export the log as required.
Refund a past invoice
To refund a past invoice, follow these steps:
Navigate to the guest's profile and click the Appointments tab.
Locate the appointment for which you want to process a refund.
Click the refund icon.
Select the items for a refund.
Enter the refund amount.
Add a comment explaining the reason for the refund.
Click Proceed to refund.
Select the payment type and confirm the refund amount.
Click Refund.
Click Process Refund & Close Invoice.
Impacts and considerations
To process a refund, you must close or complete the corresponding invoice before initiating the refund.
You can only process a refund if there is an existing invoice. You cannot initiate a refund from Zenoti if there are no associated invoices.
Rebook a past appointment
To rebook a past appointment, follow these steps:
Navigate to the guest's profile and click the Appointments tab.
Click the Rebook icon beside the appointment.
Select a new date for the appointment.
Choose an available time slot for a provider.
Click Review and Book to confirm.
View cancellation and no-show reason
To view cancellation or no-show reason, follow these steps:
Navigate to the guest's profile and click the Appointments tab.
For each appointment, check the Reason column to view the reason for cancellation or no-show.
This is available for both Past and Upcoming appointments.
Print appointments
To print appointments, follow these steps:
Navigate to the guest's profile and click the Appointments tab.
Click the print icon in the top-right corner.
From the drop-down menu, select one of the following options:
Print receipt view (limited): Prints a compact receipt-style list with up to 5 upcoming appointments and basic service details.
Print – detailed view: Prints an A4-format table with up to 1,000 appointments, including details such as service name, date, time, therapist, and price.
Preview the document and use your browser or system print options to Print or Save as PDF.