TatTool

Create and manage tattoo appointments with clients, payments, media, and history in one place.

Bookings are the core event type in TatTool. A booking represents a real tattoo appointment between a client and an artist, scheduled at a specific time and location.

Everything related to a booking (details, edits, media, payments, automations, and history) is managed from the Event Sheet.

In one sentence

A booking is the source of truth for the appointment — and the place where you manage payments, media, and history.

Booking Conflict Rules

Bookings are strict because they represent time you are committed to.

A member cannot have two bookings that overlap in time.
A booking cannot overlap the member’s time off.
A booking cannot be scheduled inside a location closure.
If the member is guesting at another location, the booking cannot be scheduled at a different location during that time.

If a change is blocked, TatTool shows a message explaining what it conflicts with.

Creating A Booking

You can create a booking in several ways:

Press Cmd + I (Command + I)
Click the + button in the header
Click Create from the calendar view

All options open the Event Sheet.

Select Event Type

Choose Booking as the event type. Once selected, booking-specific fields appear.

Booking Details

Date And Time

Set when the booking takes place.

You can:

Type the date and time directly
Click the calendar icon to open a popover with:
- A navigable calendar
- Preset time options
- Manual time inputs

Location

Select the location where the booking happens.

Searchable select
Only accessible locations are shown
Location closures and rules are enforced automatically

Participant (Artist)

Choose the participant, the artist performing the tattoo.

Searchable user select
Availability and overlap rules are validated
Only eligible users appear

Client

Clients are email-based and simple by design.

Email is required
While typing an email, TatTool searches existing clients and suggests matches instantly

Existing client:

Select the matching client from the list

New client:

If no match exists, the client is created automatically

You can optionally add:

First name
Last name
Phone number

There is no separate "create client" flow. Typing the email is enough.

See: Clients

Editing the client on an existing booking

On an existing booking, editing the client fields updates the current linked client.

You can correct that client’s name, email, or phone number from the booking, but you cannot replace the booking with a different client record.

Description And Price

Use the description to add booking details:

Tattoo information
References
Internal notes

You can also set a price.

Important:

The price is not enforced
It is used for:
- Forecasted revenue
- Suggested payment amounts
You always control actual payments

Flows

Flows are automations tied to bookings.

Here you can:

Select a flow manually
See which flows are set to auto-run

Auto-run flows trigger automatically after creation. If no flows exist, this section stays hidden.

Create Booking

Click Create to finish.

TatTool will:

Validate rules and availability
Create the booking
Trigger any applicable auto-run flows

The booking appears immediately in the calendar.

Viewing A Booking

To view a booking, click it directly in the calendar. This opens the Event Sheet and shows all booking information in one place.

Editing A Booking

Editing is inline:

Click any value (date, time, location, participant, client, description, price, tags)
Make changes
Save

All booking rules are re-validated on save.

If the wrong client is attached to a booking, create a new booking for the correct client instead of trying to swap the client on the existing booking.

Quick To-Dos From A Booking

You can create a to-do directly from the booking’s Event Sheet.

Use New todo from the booking actions when you want to add follow-up work without leaving the appointment.

This opens the normal to-do dialog, so you can still set:

Title
Due date
Owner
Status
Visibility

See: To-Dos

Dragging And Resizing

Dragging or resizing a booking in the calendar automatically opens the Event Sheet:

The new date and time are already filled in
You review and save

Media (Images)

Bookings support image uploads:

Available from the Media tab
Images are uploaded after creation

Common uses:

References
Inspiration
Progress photos
Final results

Media is always available for bookings.

Payments

From the Payments tab, you can create payments related to the booking.

Payments are created on the booking, in the Payments tab
Suggested amounts are based on the booking price
You control amount, method, and timing

Payments never happen automatically.

See: Payments

Extensions

If your organization has extensions enabled, they appear inside the booking.

Examples:

Ink registration
Consent forms

These sections are only visible when the corresponding extension is active. Media and Payments are always available.

Event Sheet Header Actions

The Event Sheet header gives access to:

Activity Feed (view changes and actions)
Flow Logs (see which flows ran and their outcome)
Share Link (generate a shareable booking link)
Cancel Booking
Delete Booking

Cancel Vs Delete

These actions are intentionally different.

Recommendation

If a booking has payments, consent forms, images, or other records attached, cancel it instead of deleting it.

Cancel Booking:

Booking remains in the system
Shown grayed out in the calendar
Marked as canceled
Useful for no-shows or cancellations

Delete Booking:

Removed from the calendar
No longer visible in views
Still retained internally for compliance
Can be recreated if needed

Bookings