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# 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

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](https://help.swellsystem.com/en/article/calendar-connections-y8b2aq/) 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](../troubleshooting/common-issues.md).

## Next Steps

- [Calendar Connections](https://help.swellsystem.com/en/article/calendar-connections-y8b2aq/) - Sync calendars
- [Booking Links](https://help.swellsystem.com/en/article/booking-links-1awuscu/) - Share booking page
- [Setting Up Availability](https://help.swellsystem.com/en/article/setting-up-availability-17fx861/) - Manage schedule