Use the Diary to make appointments

What the Diary is for

The Diary is where you make your appointments. It keeps a simple list of the appointments and jobs you have coming up: who they are with, what they are for, and when. Every appointment sits on one screen with a status tag, so you can see what is ahead at a glance.

You can book customers or suppliers, mark on-site visits so Worklog logs the travel for you, and line up a day-before WhatsApp reminder to send in one tap.

Before you start

💡You can type a customer's name straight into an appointment, so you do not have to set them up first. But if you add your regulars under Customers (or Suppliers), you can pick them from a list instead of typing the name each time — and Worklog can then send them a WhatsApp reminder.

Make an appointment

Open the Diary.
Tap the + New button in the top right.
Choose the Appointment type — Customer or Supplier.
At Customer (or Supplier), start typing the name. If they are already in your contacts, pick them from the list. If not, just type the name.
Set the Date and the Time.
Leave the Status on Confirmed for a slot that is set, or switch it to Pending if it is only tentative and still to be confirmed.
Need more? Tap Add more details for a purpose, how long it will take, a location, an on-site visit, a linked quote, notes, a repeat, or a day-before WhatsApp reminder. You can skip all of these.
Tap Save appointment.

A new appointment is saved as Confirmed by default — or as Pending if you set it tentative — and shows up in your diary with the name, date, time and a status tag. If it clashes with another appointment at the same time, Worklog warns you before you save.

A worked example

Open Diary and tap New.
Type who it's with — say, Mrs Khumalo.
Set the date to tomorrow and the time to 10:30. The blue banner under the fields immediately shows the day and the 10:30 slot it will save.
Pick Confirmed if the slot is agreed, or Pending if it's only pencilled in.
Save. It appears under Tomorrow, and reopening it shows exactly the date and time you set.

💡That blue banner is your check: it always shows precisely what will save. If you're ever unsure a field took your change, glance at the banner before you tap Save.

On-site visits and reminders

Turn on On-site / mobile visit and add the distance each way. When you save, Worklog logs a mileage trip at the SARS rate for you, so you do not have to capture it again under Travel Log.
Open an upcoming appointment and tap Send WhatsApp reminder — the message is ready to send. This needs the customer's phone number saved on their contact. The day-before reminder switch is just a note to yourself to send one.
Set Repeat to make the same appointment again automatically — Worklog pre-fills the next few dates for you.

Open an appointment and update it

Tap any appointment in the diary to open it. If you can edit the diary, it opens straight in its editor — titled Edit appointment — with the date, time and every detail ready to change. Teammates with view-only access get a read-only sheet instead: they can see the appointment and send a WhatsApp reminder, but not change it.

Tap the appointment you want — it opens in the Edit appointment editor.
Change any detail — the customer, the date and time, or anything under Add more details — then tap Save changes.
If it is still Pending and now firmed up, switch the Status chip to Confirmed and tap Save changes.
When the job is done, tap Mark complete.
If the customer did not turn up, tap No-show.
If the appointment fell away, tap Cancel appointment — it stays in your diary as a cancelled record.

The status tag changes to match: Complete, No-show or Cancelled. This gives you an honest record of what actually happened, including who keeps not showing up.

Good to know

Your diary reads like an agenda: appointments are grouped by day under Today, Tomorrow and dated headings, soonest first, with past appointments below under a Past heading as a record.
When the list gets long, use the search box to find an appointment by customer, service or purpose, and tap a status pill (All, Confirmed, Complete and so on) to show only those. Search and the pills look through past appointments too, so an old record is easy to find. Switch the Date / A–Z toggle to flip between the day-by-day agenda and a flat list sorted by customer name.
The status colours help you scan: confirmed and complete show in blue, pending in amber, no-show in red, and cancelled in grey.
Past appointments open and change just like upcoming ones — the only thing that falls away is the day-before WhatsApp reminder, which Worklog only offers while the date is still to come.
To take an appointment off your diary entirely, tap the ✕ on its row and confirm Remove this appointment? This is different from Cancel: cancelling keeps it in your diary as a cancelled record, while removing drops it from the list.
Once an appointment is Complete, No-show or Cancelled, the Mark complete, No-show and Cancel appointment buttons fall away. Those appointments stay in your diary as a record.

💡The Diary keeps track of the appointment, but it does not send the customer a bill. When the job is done and you want to charge for it, create an invoice under Invoices, or log the payment you received under Log Income.

⚠️Marking an appointment Complete, No-show or Cancelled cannot be undone. Once you tap one, the buttons fall away and you cannot switch it back, so only tap them once you are sure.

Still stuck? Open the in-app help assistant, or email us at hello@worklogsolutions.co.za.

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