Articles on: Scheduling

Managing Bookings

Managing Bookings


View, manage, and handle all your scheduled appointments from one place.


What are Bookings?


Bookings are confirmed appointments clients have scheduled with you. Each booking includes:

  • Client Information: Name, email, phone
  • Event Type: What they booked
  • Date & Time: When the appointment is
  • Location/Meeting Link: Where it happens
  • Status: Confirmed, cancelled, completed
  • Payment: Payment status (if required)


Viewing Bookings


Scheduling Dashboard


  1. Go to Scheduling (main dashboard)
  2. See "Upcoming Bookings" section
  3. View next 5 upcoming appointments
  4. Click booking to see details


All Bookings View


If available:

  1. Go to Scheduling → Bookings
  2. See all bookings (upcoming, past, cancelled)
  3. Filter by status, date, event type
  4. Search by client name


Booking Information


Each booking shows:


Client Details:

  • Full name
  • Email address
  • Phone number
  • Timezone


Appointment Details:

  • Event type name
  • Date and time
  • Duration
  • Location or meeting link


Status:

  • Confirmed: Booking is confirmed
  • Cancelled: Client or you cancelled
  • Completed: Appointment finished
  • Rescheduled: Time was changed


Payment (if required):

  • Payment status
  • Amount paid
  • Payment method


Booking Actions


View Booking Details


  1. Click on booking
  2. See full information:
  • Client contact info
  • Booking form responses
  • Meeting details
  • Payment information
  • Booking history


Reschedule Booking


Change the appointment time:


  1. Open booking
  2. Click "Reschedule" button
  3. System sends email to client
  4. Client selects new time from available slots
  5. Booking automatically updated


When Rescheduling Works:

  • Event type allows rescheduling
  • New time is available
  • Within rescheduling window (if set)


Cancel Booking


Cancel the appointment:


  1. Open booking
  2. Click "Cancel" button
  3. Confirm cancellation
  4. Client receives cancellation email
  5. Time slot becomes available


Cancellation Rules:

  • Must be within cancellation window (if set)
  • Event type must allow cancellation
  • Refund processed (if payment made)


Send Reminder


Manually send reminder:


  1. Open booking
  2. Click "Send Reminder"
  3. Email sent to client
  4. Reminder includes:
  • Date and time
  • Location/meeting link
  • Event details


Add Notes


Add private notes:


  1. Open booking
  2. Find "Notes" section
  3. Add note
  4. Save
  5. Notes visible only to you


Booking Statuses


Confirmed


Booking is confirmed and scheduled:

  • Client has booked
  • Time slot is reserved
  • Confirmation email sent
  • Appears in your calendar


Cancelled


Booking was cancelled:

  • Time slot available again
  • Client notified
  • Refund processed (if applicable)
  • Still visible in history


Completed


Appointment has finished:

  • Marked as complete
  • Can add follow-up notes
  • Payment confirmed (if applicable)
  • Archived in history


Rescheduled


Time was changed:

  • Original time cancelled
  • New time confirmed
  • Client notified
  • History shows both times


Filtering and Searching


Filter by Status


  • Upcoming: Future confirmed bookings
  • Past: Completed appointments
  • Cancelled: Cancelled bookings
  • All: Everything


Filter by Date


  • Today: Today's appointments
  • This Week: This week's bookings
  • This Month: This month's bookings
  • Custom Range: Select date range



Search by:

  • Client name
  • Email address
  • Event type name
  • Booking reference


Booking Notifications


Automatic Notifications


System automatically sends:

  • Confirmation Email: When booking is made
  • Reminder Email: Before appointment (if configured)
  • Reschedule Email: When time changes
  • Cancellation Email: When cancelled


Notification Settings


Configure in Settings → Notifications:

  • Email notifications
  • In-app notifications
  • SMS notifications (if enabled)
  • Reminder timing


Integration with Calendar


Calendar Sync


When booking is made:

  • Automatically Added: Booking appears in connected calendar
  • Meeting Link: Video link added (if video call)
  • Client Info: Attendee information included
  • Reminders: Calendar reminders set


External Calendar Events


If connected to Google/Outlook:

  • Bookings sync to external calendar
  • External events block availability
  • Two-way sync prevents conflicts


See Calendar Connections for setup.


Payment Management


Viewing Payments


If payment required:

  1. Open booking
  2. See "Payment" section
  3. View:
  • Payment status
  • Amount paid
  • Payment method
  • Transaction ID


Processing Refunds


If cancellation requires refund:

  1. Cancel booking
  2. System processes refund automatically (if configured)
  3. Or process manually via Stripe
  4. Client receives refund confirmation


Best Practices


  1. Review Daily: Check upcoming bookings each day
  2. Prepare Ahead: Review client info before meetings
  3. Send Reminders: Use automatic reminders
  4. Follow Up: Add notes after meetings
  5. Track Status: Keep booking status current
  6. Sync Calendar: Connect external calendar
  7. Handle Changes: Reschedule/cancel promptly


Common Tasks


Preparing for a Meeting


  1. Review Booking: Check client info and form responses
  2. Prepare Materials: Gather any needed documents
  3. Test Meeting Link: Verify video link works (if video call)
  4. Set Reminder: Ensure reminder is set
  5. Block Time: Ensure calendar is blocked


After a Meeting


  1. Mark Complete: Update status to completed
  2. Add Notes: Document key points
  3. Create Follow-up: Set reminder for follow-up
  4. Create Invoice: Bill for services (if applicable)
  5. Update CRM: Add activity to contact record


Handling Cancellations


  1. Cancel Promptly: Cancel as soon as you know
  2. Process Refund: If payment made, refund quickly
  3. Reschedule Option: Offer to reschedule
  4. Update Availability: Time slot becomes available
  5. Follow Up: Check in with client


Troubleshooting


Can't see bookings?

  • Check filters aren't hiding them
  • Verify you're looking at correct date range
  • Refresh page
  • Check module is active


Booking not in calendar?

  • Verify calendar connection
  • Check sync settings
  • Manually sync if needed
  • Reconnect calendar


Reminder not sending?

  • Check SMTP settings
  • Verify reminder is configured
  • Check notification preferences
  • Test email connection


Payment issues?

  • Check Stripe connection
  • Verify payment was processed
  • Check Stripe dashboard
  • Contact support if needed


For more help, see Common Issues.


Next Steps



Updated on: 13/03/2026

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