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Managing Walk-ins and Appointments

Managing Walk-ins and Appointments

Learn how to handle both scheduled appointments and unexpected walk-in clients throughout your day.



Overview


As a tattoo artist, you'll work with two types of clients: those who book appointments in advance and walk-ins who arrive without a booking. Apprentice helps you manage both seamlessly while keeping your schedule organized and preventing double-booking.



Step-by-Step Guide


Step 1: Understanding the Difference


Scheduled Appointments:

  • Client booked via your booking link or public page
  • Has a specific time slot reserved
  • Shows in your calendar as a blue block
  • Receives reminder notifications automatically
  • Higher priority than walk-ins


Walk-ins:

  • Client arrives without prior appointment
  • No reserved time slot
  • Can be added to queue or scheduled on the spot
  • More flexible timing
  • Great for filling gaps in your schedule


Step 2: Managing Scheduled Appointments


Before the Appointment:


  1. Review the appointment in your Today Console or Calendar
  2. Check if the client needs to complete:
  • Consent forms
  • Health questionnaire
  • Preparation checklist (for large projects)
  1. Send a message if you need additional information
  2. Gather reference images and design materials


When the Client Arrives:


Option A: They check in via kiosk

  • Client uses the shop's self-check-in kiosk
  • Their card automatically appears in your Arrived lane
  • You get a notification


Option B: Front desk checks them in

  • Receptionist marks them as arrived in the shop console
  • Their card appears in your Arrived lane


Option C: You manually check them in

  1. Open the Today Console
  2. Find their appointment card (will be in Confirmed or Upcoming section if early)
  3. Click Check In
  4. Card moves to Arrived lane


Step 3: Handling Walk-ins


When a walk-in arrives:


For Independent Artists:

  1. Meet with the client at your station or front area
  2. Discuss what they want and time needed
  3. In your Today Console, click Add Walk-in
  4. Fill out quick form:
  • Client name
  • Phone or email
  • What they want (quick note)
  • Estimated duration
  1. Click Add to Queue


For Shop Artists:

  1. Front desk will check them in via the shop console
  2. Walk-in appears in shop's Pending queue
  3. Shop admin assigns them to you (or you can claim them)
  4. They appear in your Arrived lane


Evaluating Walk-in Requests:


Ask yourself:

  • ✅ Can I fit them in? Check your schedule for gaps
  • ✅ Do I want to do this type of work? It's okay to decline if it's not your style
  • ✅ Is this safe/appropriate? Don't do risky tattoos on walk-ins (hands, neck, face without consultation)
  • ✅ Will it affect my scheduled clients? Don't make booked clients wait for walk-ins


Three Options for Walk-ins:


Option 1: Take Them Now

  • Use if you have a gap in your schedule
  • Great for small, quick pieces (30 min - 1 hour)
  • Add to queue and start session immediately


Option 2: Schedule for Later Today

  • If you have a gap between appointments
  • Add to calendar with specific time slot
  • They can wait at shop or come back


Option 3: Add to Waitlist

  • You're fully booked but might have a cancellation
  • They can wait (if willing) or leave contact info
  • You'll notify them if a slot opens up


Step 4: Prioritizing Multiple Clients


If multiple people are waiting:


Priority Order (default):

  1. Scheduled appointments on time - Honor your commitments
  2. Scheduled appointments running late - Start them, but note the delay
  3. Walk-ins in order of arrival - First come, first served


Exceptions:

  • Quick touchups (5-10 min): Can squeeze in between larger appointments
  • VIP clients: If marked as VIP, they may get priority for walk-ins
  • Emergencies: Cover-ups of offensive tattoos, fixing fresh mistakes from other shops


Communicating Delays:

  • If running behind, send a quick message: "Running 15 min behind—be there soon!"
  • If walk-in needs to wait more than 30 min, offer them the option to leave and come back


Step 5: Balancing Walk-ins with Schedule


Setting Walk-in Policies:


  1. Go to Dashboard > Settings > Booking Preferences
  2. Configure your walk-in policy:


Walk-in Availability:

  • Always accept walk-ins: You'll take anyone who arrives (risky for schedule)
  • Accept walk-ins during gaps only: Only if you have free time (recommended)
  • No walk-ins: Appointments only (best for high-demand artists)
  • Walk-ins by appointment: They can book same-day via your booking page


Walk-in Time Blocks:

  • Reserve specific hours for walk-ins (e.g., 12-2 PM daily)
  • Mark these blocks in your calendar
  • Front desk knows you're open for walk-ins during these times


Buffer Time for Walk-ins:

  • Set minimum time needed (e.g., 30 minutes)
  • System won't offer walk-in slots smaller than this
  • Prevents overcommitting your time


Step 6: Managing Your Queue


Throughout the day, monitor your queue:


In the Today Console:

  • Arrived Lane: Shows everyone waiting for you
  • Wait Time Indicators: See how long each person has waited
  • Action Buttons: Start Session, View Details, Reassign (shop-only)


Best Practices:

  • Keep wait times under 15 minutes when possible
  • Communicate if running behind: Better to over-communicate than leave clients wondering
  • Start prep early: Gather supplies while previous client is wrapping up
  • Use "Start Next" button: Ensures you don't accidentally skip someone


Step 7: Ending Your Day


Close out your schedule:


  1. Complete all active sessions in the In Session lane
  2. Handle remaining walk-ins:
  • If too many, offer to schedule for tomorrow
  • Be honest about remaining capacity
  1. Review no-shows: Mark any appointments where clients didn't arrive
  2. Check tomorrow's schedule: Prepare mentally for next day



Tips


Maximizing Walk-in Revenue


  • Offer flash designs: Have pre-designed small pieces for quick walk-ins
  • Set minimum pricing: Don't undersell walk-in work (e.g., $80 minimum)
  • Create walk-in hours: Designate 2-3 hours daily when you're open to walk-ins
  • Post on social media: "Accepting walk-ins today 1-4 PM for small pieces"


Protecting Your Schedule


  • Block personal time: Mark breaks, lunch, admin time as "unavailable"
  • Don't overbook: Leave gaps between appointments for running over, setup, cleanup
  • Learn to say no: It's okay to decline walk-ins if you're fully booked
  • Set boundaries: If someone shows up late for an appointment, you can reschedule them rather than making others wait


Communicating with Clients


For Scheduled Appointments:

  • Send reminder 24 hours before
  • Confirm they've completed prep work
  • Provide parking/arrival instructions


For Walk-ins:

  • Be upfront about wait times
  • Explain if they'll need to come back
  • Get contact info in case schedule changes


For Everyone:

  • Thank them for their patience if running late
  • Provide time estimates (even if approximate)
  • Let them know if you need to step away briefly



Common Issues


Issue: Too many walk-ins causing scheduled clients to wait

Solution:

  • Implement walk-in hours: Only accept walk-ins during designated times
  • Increase buffer time: Add 30-minute gaps between appointments
  • Say no more often: Protect your booked appointments—they're guaranteed income
  • Hire an assistant: If walk-ins are consistent, consider adding a second artist or apprentice


Issue: Walk-in wants a large piece but I only have 1 hour

Solution:

  • Offer a deposit and schedule: "I can't do this today, but let's book you for next week"
  • Do phase 1 only: "I can start the outline today if you book the shading session now"
  • Recommend another artist: If it's not your style, refer them to a colleague


Issue: Client booked an appointment but is 30 minutes late

Solution:

  • Check your late policy: Most artists allow 10-15 min grace period
  • If they're very late:
  • Option 1: Reschedule them (fair to others waiting)
  • Option 2: Fit them in between other appointments (if time allows)
  • Option 3: Shorten their session to fit remaining time
  • Use the "Excuse Late" action: If you decide to accommodate them, mark the arrival as excused


Issue: Walk-in is under 18 and wants a tattoo

Solution:

  • Check local laws: Most places require 18+ (some allow 16-17 with parent)
  • If required, verify parental consent: Must be present, provide ID
  • Use consent forms: Apprentice tracks age verification and consent signatures
  • When in doubt, decline: Liability isn't worth it


Issue: I accepted too many walk-ins and now I'm behind schedule

Solution:

  • Be honest with remaining walk-ins: "I overbooked—I can schedule you for tomorrow instead"
  • Offer incentives: Small discount for their inconvenience
  • Learn for next time: Track how many walk-ins you realistically can handle per day
  • Use waitlist feature: Instead of "yes," say "I'll add you to the waitlist and text if a spot opens"

Updated on: 16/01/2026

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