Appointments are the core of HostHive operations. They represent scheduled services for your properties and track the complete service lifecycle from scheduling to completion.
Click Appointments in the sidebar to see all your scheduled services in one place.
At the top of the page, you'll see key metrics:
| Card | Description |
|---|---|
| Today's Appointments | Number of appointments scheduled for today |
| Upcoming (7 days) | Appointments in the next week |
| Pending Acceptance | Appointments awaiting response (clickable) |
| In Progress | Currently active appointments |
| Completed | Finished appointments |
| Column | Description |
|---|---|
| Appointment | Property name, service type, integration badge |
| Date & Time | Scheduled service date and time |
| Guest Dates | Check-in and check-out for linked reservation |
| Service Partner | Assigned company or team member |
| Status | Current appointment status badge |
| Actions | Menu for quick actions |
Understanding badges:
Click any appointment row to open the detail page with:
Click the three-dot menu on any row:
Every appointment moves through defined statuses from creation to completion.
┌──────────────┐
│ Scheduled │
│ (created) │
└──────┬───────┘
│
┌──────▼───────┐
│ Pending │
│ Acceptance │
└──────┬───────┘
│
┌────────────────┼────────────────┐
│ │ │
┌──────▼───────┐ ┌──────▼───────┐ ┌──────▼───────┐
│ Accepted │ │ Declined │ │ Cancelled │
└──────┬───────┘ └──────────────┘ └──────────────┘
│
┌──────▼───────┐
│ In Progress │
└──────┬───────┘
│
┌──────▼───────┐
│ Completed │
└──────────────┘
| Status | Description | Who Changes | Next Actions |
|---|---|---|---|
| Scheduled | Appointment created | System | Accept, Decline |
| Pending Acceptance | Awaiting response | System | Accept, Decline |
| Accepted | Confirmed by assignee | Service Partner | Start Service |
| In Progress | Service underway | Service Partner | Complete, Add Notes |
| Completed | Service finished | Service Partner | View Report |
| Declined | Cannot perform service | Service Partner | Reassign (Owner) |
| Cancelled | Cancelled | Owner or Admin | View History |
| Status | Color |
|---|---|
| Scheduled | Gray |
| Pending Acceptance | Yellow |
| Accepted | Blue |
| In Progress | Orange |
| Completed | Green |
| Declined | Red |
| Cancelled | Red |
When assigned to an appointment, you must accept or decline. This confirms your availability and commitment.
Method 1: From Pending Acceptance Page (Recommended)
Method 2: From Appointments List
Method 3: From Appointment Detail
The property owner receives notification with your reason.
For multiple pending appointments:
The Pending Acceptance page is your queue for appointments requiring your response.
/appointments/pendingEach pending appointment shows:
When you have no pending appointments, you'll see "All caught up!" with a link to view all appointments.
Marking an appointment as "In Progress" signals that work has begun.
QR Code Check-In (Fastest)
See QR Code Check-In below.
From Appointments List
From Appointment Detail
| Action | Result |
|---|---|
| Status Updates | Badge changes to "In Progress" |
| Notifications | Owner may be notified |
| Time Tracking | Begins automatically (if enabled) |
| Activity Log | Timestamp recorded |
The fastest way to start an appointment—scan, tap, and you're on the clock.
Option A: Scan a QR code
Option B: Go directly to /checkin
/checkin in your browserOnce the property is detected, you'll see appointments for:
| Action | What Happens |
|---|---|
| Status changes | Appointment moves to "In Progress" |
| Time tracking | Automatically starts recording |
| Notifications | Property owner may be notified |
| Activity log | Check-in timestamp recorded |
For fastest access, add the check-in page to your phone:
iPhone (Safari): Share button > Add to Home Screen
Android (Chrome): Three-dot menu > Add to Home screen
Completing an appointment marks the service as finished and generates a service report.
Step 1: Open the Complete Service Dialog
Step 2: Complete the Checklist
Answer yes/no questions:
Step 3: Provide Property Ratings
Rate 1-5 stars for:
Step 4: Add Notes and Recommendations
Document issues discovered, maintenance items, recommendations.
Step 5: Upload Photos
Step 6: Send Email Notification
Step 7: Submit
Click Complete Service to save the report.
| Field | Required |
|---|---|
| Checklist items (3) | Yes |
| All ratings (3) | Yes |
| Additional Notes | No |
| Photos | No |
| Send Email | No (default: Yes) |
Service notes document details, observations, and recommendations discovered during an appointment.
COMPLETED:
- Full turnover clean including all rooms
- Replaced linens in master and guest bedrooms
- Restocked bathroom toiletries
ISSUES FOUND:
- Stain on living room carpet (attempted spot cleaning)
- Light bulb out in hallway
- Dishwasher not draining completely
RECOMMENDATIONS:
- Professional carpet cleaning for living room
- Replace hallway light bulb (A19)
- Schedule dishwasher service
Photos provide visual proof of work and document property conditions.
During Service Completion
From Report Images Tab
| Setting | Value |
|---|---|
| Maximum Files | 10 per batch |
| Maximum Size | 10 MB per photo |
| Formats | PNG, JPG, GIF |
HostHive can automatically track time spent on appointments.
Time tracking starts automatically when you:
Time tracking ends when you complete the appointment.
If automatic tracking wasn't used:
Comments provide a communication channel for team members on an appointment.
| Type | Examples |
|---|---|
| Coordination | "I'll arrive around 10 AM" |
| Status Updates | "Arrived at property, starting now" |
| Questions | "Is there a lockbox code?" |
| Issue Reporting | "Found broken window in guest bedroom" |
| Documentation | "Left extra towels per owner request" |
Cancelling removes an appointment from the active schedule.
For appointments from integrations (Airbnb, VRBO, etc.):
"Cancelling is permanent and it will NOT be restored automatically, even if the booking still exists in your calendar sync."
If you cancel an integration appointment by mistake and the booking is still valid, you must manually recreate the appointment.
Cause: No service partner assigned
Solution: Edit and assign a service partner
Cause: Wrong role permissions, or appointment in final state
Solution: Check permissions; completed/cancelled cannot change
Cause: Network issue or appointment cancelled
Solution: Refresh page, check if appointment still exists
Cause: File too large or wrong format
Solution: Use PNG/JPG/GIF under 10MB, upload one at a time
Cause: Missing required fields
Solution: Complete all checklist items and ratings