# Calendar and front desk for a day that keeps changing > Manage the calendar, reception queue, pending approvals, recurring visits, group seats, and payment handoffs from one front desk workflow. Source: https://reservation.business/en/platform/appointments-front-desk · Language: en "Calendar", "Pending approvals", and "Reception" work on the same booking record, so appointments, arrivals, changes, and payments do not get lost between screens. ## This matters once more than one person is keeping the live day moving through the calendar and reception - "Calendar" is where planning happens: new appointments, rescheduling, blocked time, and a day, week, month, or list view by staff and location. - Online requests and new clients land in "Pending approvals", where you confirm or decline them before they enter the live schedule. - "Reception" gathers the day's check-ins, appointments, sales, and payment installments, while statuses track arrivals, no-shows, and walk-ins. ## The booking is only the start of the front desk work The day rarely breaks when the appointment is first created. It breaks when reception has to move a client, wait for approval, mark an arrival, close a sale, and remember everything between screens. ## From calendar to reception without losing the booking context The booking stays usable after it is created: the same record shows up in the calendar, in pending approvals, and inside "Reception" when the client arrives, the time changes, or an amount still needs to be collected. - Direct bookings, online requests, and recurring appointments land in one calendar, organized by staff, location, and resource. - "Booking Assistant" suggests a time based on the services, staff, resources, and working hours, instead of scanning the calendar by hand. - On arrival you mark a check-in and status, and the sale and outstanding installments sit in the same "Reception" screen. - Rescheduling, duplicating, sending an SMS, and the change history are actions on the booking itself, not separate queues. ## The screens the team works in every day These are the actual working screens in the system, under the same names the team will see every day. - **Calendar** — Day, week, month, and list views by staff: new appointments, rescheduling, duplicating, blocked time, recurring appointments, and finding an available slot. - **Reception** — The day's check-ins, appointments, sales, and payment installments in one screen, with a location filter and a QR flow for fast lookup. - **Pending approvals** — Online booking requests wait for review: you confirm or decline appointments and new clients before they enter the schedule. - **Seats and waiting clients** — Group sessions have capacity and seats, a client can take more than one seat, and waiting clients fill the ones that free up. ## What improves when front desk work stays in one flow The gain is most visible when the schedule is full: the team reacts faster, fewer details get lost between screens, and the live queue becomes easier to control. - **Faster reception response** — The team reacts to bookings, arrivals, approvals, and payment follow-up without rebuilding the context each time. - **Fewer broken handoffs** — Statuses, approvals, recurring appointments, seats, and installments stay on the booking itself, not in side notes. - **Clearer control over the live day** — Managers and operators can see what is active, what is waiting for review, and what needs action next. ## Frequently asked questions ### Is this only relevant for businesses with a dedicated receptionist? No. "Calendar" and "Reception" are two views of the same bookings. A small team can work from the calendar alone, and "Reception" starts to help once check-ins, sales, and installments move through more people. ### Can it handle online requests and last-minute changes? Yes. Online requests land in "Pending approvals", where you confirm or decline them, and last-minute changes are made directly on the booking in the calendar. ### Does it support recurring and group bookings? Yes. Recurring appointments are created from a rule and the system generates the future visits, while group sessions have capacity, seats, and waiting clients who fill freed-up seats. ### Does the workflow continue into arrival and payment? Yes. On arrival you mark a check-in, and the day's sales and payment installments sit in "Reception", next to the bookings themselves, until the amount is collected. ## Related pages - [Services, team, and availability](https://reservation.business/en/platform/availability-setup) - [Payments, sales, and balances](https://reservation.business/en/platform/payments-sales-balances) - [Book a front desk demo](https://reservation.business/en/book-demo) ## Next step - [Book a front desk demo](https://reservation.business/en/book-demo) - [See services, team, and availability](https://reservation.business/en/platform/availability-setup)