User manual - MiAgendar

1 Sign up and log in

To start using the system you need to create an account. Sign-up is a multi-step form with a progress bar.

Account: enter your email (it will be your username) and a password of at least 6 characters.
Professional: fill in your first name, last name and profession.
Business: enter your business name and type.
Confirmation: review the summary and click Complete registration.

Interactive guides The first time you open each screen, a guide will highlight its main features. You can replay them from Settings → Restart guide.

2 Main menu

The menu at the top gives you access to every section of the system:

Option	What it's for
New Appointment	Schedule new appointments and check time availability.
Schedule	See scheduled appointments in detail on a calendar.
Clients	Browse the client list, edit clients and access their appointment history.
Appointment History	See all registered appointments, from the most recent to the oldest.
Settings	Manage professionals, schedules, email, personal and business data. (Admin only)
Subscription	View and manage your plan.

3 Schedule

The Schedule shows all confirmed appointments on a calendar. It is the main screen of the system.

Calendar views

You can switch the view to see events by day, week or month. If you are an Admin, the side panel lets you choose which professionals to display; each one has its own color.

View, edit or cancel an appointment

Click an appointment to open its details. From there you can:

See the client's details, phone, email and note.
Send a reminder via WhatsApp.
Modify the date and time: a calendar with available times opens.
Cancel the appointment.

Edit appointment — Changing date and time.

Pending requests The Client requests / Cancellations button shows a counter with the appointments that need your attention.

4 New appointment

This is where you book appointments manually.

Services (if enabled): if your business uses services, first choose one or more services and any optional extras. The total duration and price are calculated automatically, and the required consecutive time slots are booked.
Professional (Admin only): choose who the appointment is for.
Calendar: select a day. Green days have available times; red days don't.
Available times: pick a time. You can also use Find first available appointment. These times come from Settings › Schedules.
Double appointment (optional): check the box if the job needs two slots. Choosing a time also books the next consecutive one. Slots separated by a break (e.g. lunch) cannot be joined. Find first available appointment also respects this option and shows both times and the total duration. The client receives a single reminder.
Client: search the list or create a new one on the spot. Double-check the phone and email: they are used for emails and WhatsApp.
Note: describe the work to be done (optional).
Click Book Appointment and confirm in the summary window.

Create client — Creating a client from the appointment.

Confirm appointment — Confirmation summary.

Block days and times

Right-click a day on the calendar to block the whole day, or a time slot to block just that hour. Blocked times are not offered to clients.

Blocking times — Blocking with right-click.

5 Client requests

Here you'll find the appointments your clients requested online and those they cancelled.

the time slot becomes available again.

Table	Actions
Requests created by clients	Confirm the appointment or Delete the request. The Confirmed by client column shows whether the client validated their email.

To spot them quickly, rows blink according to their status (same as in the History):

Color	Status
Yellow	Created by client (email not yet validated)
Green	Confirmed by client (ready to confirm)
Red	Cancelled by client

Links for your clients

In the Calendar, below Client requests, click Client Links. A window opens with two cards:

Individual link: books directly with one professional.
Business link: the client chooses the professional.

Each card shows its QR code and lets you Copy link, share it via WhatsApp and Download QR as a print-ready PDF (great for your counter or shop window).

6 Clients

A list of all your clients with name, ID, phone and email. You can search and sort the table.

+ Add new client: creates a client.
📖 History: shows the client's appointments, where you can edit or cancel them.
✏️ Edit: modifies the client's details.

Client history — A client's appointments.

Shared clients If you enable "share clients" in Business data, all professionals will see the same list.

7 Appointment history

Shows all registered appointments, from the most recent to the oldest, paginated at 50 or 100 per page.

Filters

Professional (Admin only): see everyone or a specific professional.
Client: search by first name, last name, email or phone.
Day or Month: filter by date (one at a time).
Search applies the filters and Clear removes them.

Colors and statuses

Color	Status	Available action
Yellow	Created by client	✔ Confirm
Green	Confirmed by client	✔ Confirm
Red	Cancelled by client	⦸ Confirm cancellation
No color	Confirmed by professional / Cancelled by professional	—

Every appointment has the ✏️ button to change its date and time. If the note is long, hover over it to read it in full.

8 Settings

Available only to users with the Admin role. Each block can be expanded or collapsed.

Professionals

Select a professional from the list to configure their details and schedules individually. Use the + button to create a new professional with email (username), first name, last name and password.

Create professional — Adding a professional.

Schedules

Define the hours the professional works on each day of the week. Enter a time and click Add, or use the general schedule to add it to every day. Remove a time slot with its delete button.

Important The times you configure here are the ones shown as Available times in New appointment and on the public booking page. If a day has no times, no appointments can be booked that day.

Rotating weeks

If the professional alternates shifts (e.g. mornings one week and afternoons the next):

In Rotating weeks choose 2, 3 or 4 (or No rotation for a single schedule).
Set the Week 1 start (a Monday) and click Save rotation.
Select the Week 1 tab and add its times; then Week 2, and so on. Add and Add to all apply to the active week.

The cycle repeats indefinitely and the indicator shows “This week is Week X”. The calendar, New appointment, first-available search and online booking automatically use the schedule of the week that matches each date.

Email and reminders

Appointment reminder: if enabled, the client receives an email the day before.
Personal email: if you have your own email account, set host, port, user, password and SSL to send from it.
Business email (Business tab, Admin only): the administrator can set up a shared email for the whole business with the same SMTP data. If a password is already saved, leave the field blank to keep it.

Which email are client notifications sent from?

If the professional has their personal email enabled, that one is used.
Otherwise, if the business has the business email enabled, the business email is used.
If neither is enabled (or data is missing), the MiAgendar email is used.

WhatsApp Business

Uses the WhatsApp Business Cloud API (Meta). In WhatsApp Manager create and get approved these 4 templates (category Utility), with exactly these names:

Templates are managed here: WhatsApp Manager - Message templates

appointment_created - appointment booked
appointment_rescheduled - appointment rescheduled
appointment_cancelled - appointment cancelled
appointment_reminder - appointment reminder

Each template must have these 5 body parameters, in this order: {{1}} client name, {{2}} business, {{3}} date, {{4}} time, {{5}} professional.

Example (appointment_created): Hi {{1}}, your appointment at {{2}} is booked for {{3}} at {{4}} with {{5}}. See you soon!

Fields

Send WhatsApp: Yes / No.
Phone Number ID: the number's ID in Meta (e.g. 123456789012345).
Default country code: added to phones without a prefix (e.g. 54).
Access Token: Cloud API access token.
Template language: Spanish (es) or English (en); must match the language your templates were approved in.
Test phone: click Test to send appointment_created to that number.

Finally click Save WhatsApp settings.

For double appointments only one reminder is sent. The client's phone must include the country code.

Personal data and role

First name, last name, profile photo (ideally square) and banner (945 × 180 px). This information appears in emails and on the booking page.

The Professional role field defines their permissions (see Roles and permissions). You cannot change your own role.

Business data

Business name.
Share clients between professionals.
Time zone: important so appointment and reminder times are correct.
Language: Español or English (applied instantly).
Currency: currency used to show service and extra prices in bookings, confirmations and emails.
Site colors (skin): choose the Primary, Secondary and Background colors. Lighter shades are calculated automatically.
Themes: shortcuts with ready-made combinations (Original, Dark, Ocean, Nature and Pink). Clicking one loads its colors, which you can adjust before saving. Use Original to go back to the default colors.

Colors are saved for the business when you click Save business data: every professional of the business will see them when signing in from any device. The public home page is not affected.

9 Services and extras

From the Services menu (/Configuracion/Servicios) you define what your business offers. Services and extras belong to the business and are shared by all its professionals.

Enable Use services and click Save. If disabled, bookings work as usual (one slot).
Create services with name, duration and price.
Create extras: optional add-ons that add time and price to the service.

When booking (from New appointment or online booking) several services and extras can be chosen. The total duration is calculated automatically and the required consecutive slots are booked. The summary shows services, extras, duration and total; payment is made at the business. Prices use the currency set in Business data.

10 Online booking (client view)

This is what your clients see when they open your booking link:

They choose the professional (if using the business link).
They select an available day and time.
They fill in first name, last name, email, phone and an optional note.
They click Book Appointment and confirm.
They receive an email to validate the appointment.

Request appointment — General booking: the client picks a professional, day and time.

Appointment confirmation — Confirmation: appointment summary with services, total and captcha.

Important Appointments requested by clients remain pending until you confirm them in Client requests or in the History.

11 Subscription

Shows your current plan (Individual, Team or Enterprise) and its status.

View subscription details: opens the payment portal.
Subscribe: purchase or change a plan.
Cancel subscription.

12 Automatic emails

Email	When it's sent
Appointment validation	When the client requests an appointment online. Once validated, it becomes "Confirmed by client".
Confirmation	When the professional confirms or creates the appointment.
Reminder	The day before the appointment (if enabled).
Cancellation	The email includes a link for the client to cancel. You'll see the cancellation in red.
Modification	When you change the date or time of an appointment.

13 Roles and permissions

Feature	Admin	Normal
Manage own appointments	✔	✔
Manage other professionals' appointments	✔	✘
See everyone's schedule	✔	✘
Everyone's history / filter by professional	✔	✘
Access Settings	✔	✘
Create professionals and assign roles	✔	✘

14 Frequently asked questions

Why isn't a client receiving emails?

If you use a personal or business email, verify the settings in Email.

How do I prevent bookings on a day I don't work?

Block it with a right-click from New appointment.

Appointment times don't match.

Check the time zone in Business data.

How do I see the help guides again?

In Settings click Restart guide.

A professional can't see Settings.

Only users with the Admin role have access. Change their role in Personal data and role.