Appointments & Tasks
Schedule appointments, track team to-dos, set up appointment types, and let customers book themselves with a public booking link.
The Agenda keeps your store's day organized in one place. Appointments are scheduled blocks of time — consultations, fittings, pickups — optionally linked to a customer or wedding. Tasks are the to-dos your team needs to finish, with due dates, priorities, and assignments. You can also publish a booking link so customers schedule themselves without calling the store.
Requirements
Appointments and Tasks are part of the Appointments / Tasks module. If you don't see the clipboard icon in the top bar or the Appointments / Tasks group in Settings, the module isn't enabled for your organization — contact SuitTracker support to turn it on.
Finding the Agenda
Click the clipboard icon in the top navigation bar for a quick view of what's coming up. A red badge on the icon shows how many open tasks are assigned to you. From the dropdown, open the full Agenda page, which has two tabs: Appointments and Tasks.
Appointments
The Appointments tab shows a mini calendar on the left and the selected day's schedule on the right. Days with appointments are marked with a dot. Appointments are split into Upcoming and Past for the selected day, and each card is color-coded by appointment type.
Creating an Appointment
- 1 Open the Agenda and select a date on the mini calendar.
- 2 Click New Appointment.
- 3 Pick the type, search for the customer or wedding to link, set the start time and duration, then click Save.
| Field | Description |
|---|---|
| Type * | The kind of appointment (Consultation, Fitting, Pickup…). Sets the card color and the default duration. |
| Status | Scheduled, Confirmed, Completed, Cancelled, or No-show. New appointments start as Scheduled. |
| Customer / Wedding | Search and link the appointment to a customer or a wedding. Linked records show a shortcut to jump straight to that customer or wedding. |
| Send confirmation | Available on new appointments that are linked to a customer or wedding. Texts or emails them a confirmation with the date and time. |
| Start & Duration * | When the appointment begins and how long it runs. Duration defaults to the type's default and can be changed per appointment. |
| Description | A short line shown on the appointment card (e.g., "Smith wedding groomsmen"). |
| Location | Which store location the appointment is at. Only shown if you have store locations set up. |
| Notes | Internal notes for staff. Never shown to the customer. |
| Staff | Assign one or more employees. Click a name chip to toggle it on or off. |
Double-booking protection: If you assign staff to an appointment that overlaps another appointment those same staff are already on, the save is blocked with a warning. Leave staff unassigned if you intentionally want overlapping bookings.
Filtering the Day
Use the All / Mine / Unassigned switch above the calendar to narrow the schedule to your own appointments or to appointments nobody has picked up yet.
Tasks
Tasks are to-dos that aren't tied to a time slot — "call vendor about back-ordered vest," "follow up on deposit." Create one from the Tasks tab with New Task, or switch a new item to Task / To-Do using the toggle at the top of the appointment form.
| Field | Description |
|---|---|
| Title * | Required. What needs to be done. |
| Customer / Wedding | Optionally link the task to a customer or wedding for context. |
| Due Date | Optional. Drives the Due Today and Overdue filters, and overdue dates are highlighted in red. |
| Priority | Low, Medium, High, or Urgent. Sets the color of the stripe and check circle on the task row. |
| Status | Open, In Progress, or Done. Click the circle on a task row to mark it done without opening it. |
| Tags | Free-form labels for grouping related work. |
| Staff | Who is responsible. The badge on the top-bar clipboard icon counts open tasks assigned to you. |
Filter the list with the Active / Due Today / Overdue / Done / All switch at the top of the Tasks tab.
Setting Up Appointment Types
Appointment types define the kinds of appointments your store offers. Configure them under Settings → Appointments / Tasks → Appointment Types. SuitTracker starts you off with a standard set (Consultation, Fitting, Measurement, Pickup, Alteration Drop-off, Group / Wedding Party Fitting, Other) that you can rename, recolor, or remove.
Adding a Type
- 1 Go to Settings → Appointments / Tasks → Appointment Types.
- 2 Click Add Appointment Type, or Edit on an existing one.
- 3 Fill in the details and click Save. Drag types up or down to control the order they appear in dropdowns.
| Setting | Description |
|---|---|
| Name * | What the appointment is called, shown on cards and on the public booking page. |
| Description | Optional. Shown to customers on the public booking page, under the appointment name. Use it for what to expect, what to bring, or who should come along — "Allow 45 minutes and bring the shoes you plan to wear." |
| Color * | The accent color on appointment cards in the Agenda, so staff can scan the day at a glance. |
| Default Duration * | How long this appointment normally takes, from 15 minutes to 8 hours. Pre-fills the duration when staff book, and sets the length of every public booking slot. |
| Slot Interval | How often a public booking slot starts. Leave it on Same as duration for back-to-back slots (a 60-minute fitting offered at 9:00, 10:00, 11:00), or choose a shorter interval to offer more start times (30 minutes gives 9:00, 9:30, 10:00…). |
Public Booking Links
Public booking lets a customer pick their own time from a clean, mobile-friendly page — no login, no phone call. Each link is specific to one appointment type, and you choose which store locations accept online bookings for it.
Before you start: public booking builds its calendar from your store hours by default, so you need at least one store location with a time zone and store hours filled in. See Store Settings to set those up.
Turning On Public Booking
- 1 Go to Settings → Appointments / Tasks → Appointment Types and click Edit on the type you want to offer.
- 2 In the Public Scheduling section, check each store location that should accept online bookings for this type.
- 3 Adjust the booking limits below, then click Save.
- 4 Reopen the type and use the copy button next to a checked location to copy that location's booking link, or the arrow to preview it in a new tab.
| Setting | Description |
|---|---|
| Store locations | Which locations accept online booking for this type. Uncheck them all to take the type offline instantly — existing links stop working. |
| Store hours / Custom hours | Set per enabled location. Store hours follows the location's own open and close times. Custom hours lets this appointment type book on its own schedule at that location — useful when fittings only run mornings, or only on the days a tailor is in. Each day can hold more than one block of time, so you can offer 10am–noon and 2pm–4pm and leave the lunch hour alone. A day with no blocks offers nothing. Custom hours are still entered in the location's time zone. |
| Max Bookings Per Time Slot | How many customers may book the same time slot for this type at this location. Default is 1. Raise it if two staff can run the same appointment side by side. |
| Minimum Lead Time (hours) | How far in advance a customer must book. Default is 12 hours, which keeps someone from booking a fitting twenty minutes from now. |
| Maximum Lead Time (hours) | How far into the future the calendar goes. Default is 168 hours (7 days). Use 720 for roughly a month. |
What the Customer Sees
The booking page shows your logo, the appointment name, its length, and the location's address and phone. The customer picks a date on the calendar, chooses from the open times, and enters their first name, last name, phone, and any comments. Only dates and times that fit your store hours, lead times, and booking limits are offered — and all times are shown in the store location's time zone, so there's no confusion if you operate across zones.
If more than one location is enabled and the link doesn't name one, the customer picks a location first.
What Happens When Someone Books
A customer record is created
The name and phone they entered become a new customer in your system, linked to the appointment.
The appointment appears in your Agenda
It shows up with a status of Scheduled at the chosen location, with their comments saved as the description. No staff are assigned, so you can hand it to whoever is free.
A confirmation goes out
The customer receives an appointment confirmation with the date and time, by text or email depending on their contact details.
Booked slots stop being offered to the next visitor once the limit for that time is reached. Marking an appointment Cancelled frees the slot again.
Texting a Booking Link
The fastest way to get a customer scheduled is to text them the link while you're already in the conversation.
- 1 Open Messages and select the customer's thread.
- 2 Click the paperclip icon next to the message box.
- 3 Choose Insert <Type> Booking Link — for example Insert Consultation Booking Link. The menu lists every appointment type that has public booking turned on.
- 4 A short link is added to your message. Add a sentence around it if you like, then send.
Links are shortened so they stay readable in a text message and don't eat up your character count.
If the thread matches a customer or wedding already in SuitTracker, the link is personalized — they skip the name and phone fields and the appointment attaches to that existing record instead of creating a duplicate.
Short links are good for 30 days. After that the customer sees a friendly "this link has expired" page — just send a fresh one.
For your website, email signature, or Google listing, use the full link copied from the appointment type instead — it doesn't expire.
No Times Showing Up?
If the booking page says there are no openings, check these in order:
- • Store hours — the location needs open and close times for the days you want to offer. Days marked Closed never show slots.
- • Custom hours — if this type is set to custom hours at the location, the store's hours are ignored. A day with no time blocks offers nothing, no matter what the store hours say.
- • Appointment length vs. hours — a 2-hour appointment won't fit in a 90-minute window; the last slot must end by the close of the block it starts in.
- • Minimum lead time — with a 12-hour minimum, today is usually unavailable.
- • Maximum lead time — the calendar only reaches as far ahead as this setting allows.
- • Booking limit — existing appointments of the same type at that location may already have filled the day.
- • Location still enabled — if the location was unchecked, the link goes dead.