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

Was this article helpful?

Share your feedback

Cancel

Thank you!