Managing Bookings

Every booking, wherever it was made, is listed under Appointments > Bookings with its status. From there you approve, move, complete or cancel bookings, one by one or several at once.

The Bookings List

Go to Appointments on the navigation menu and select Bookings. The list shows each booking’s name, date, starting and ending time, appointment, owner (your company or the employee) and status.

Click a booking’s name to open it: you see its details, the answers to the questions and, under History, all the bookings of the same customer.

Statuses

Status	Meaning	What you can do
Waiting for approval	The appointment has Approval Control on.	Approve a free appointment, or Send the invoice of a paid one; Cancel.
Waiting for payment	A paid appointment whose invoice isn’t paid yet.	Approve without waiting for the payment; Cancel.
Approved	The booking is confirmed.	Cancel. Once the time has come: Mark as completed or Mark as no-show.
Completed	The appointment took place.	Mark as no-show, to correct it.
No-show	The customer didn’t come.	Mark as completed, to correct it.
Cancelled	You or the customer cancelled it.	Nothing: a cancelled booking stays cancelled.

The buttons are at the top of the booking’s page. The customer gets an email when their booking is approved, when its invoice is sent and when it’s cancelled; the employee and your team hear of cancellations too.

Moving a Booking

1. Open the booking and click Edit.
2. Change the Date and the Starting Time. For an employee appointment, the free times of every employee are offered, so you can also move the booking to another employee.
3. Correct the Name, Email or Phone, if needed.
4. Click Save.

The customer gets an email with the new details.

Note: Only bookings still to take place can be edited: a completed, no-show or cancelled booking can’t be changed.

Working with Several Bookings

Select bookings in the list with their checkboxes. The bar above the list shows the actions as icons: Approve, Mark as completed, Cancel, Delete and Export; point at an icon to see its name. Each booking moves only if its status allows it.

To export bookings as an Excel file, you can also click ⋯ at the top right of the list and select Export.

Cancelled by the Customer

A customer can cancel their own booking from the client portal, under Bookings, until the appointment’s Cancellation Notice before the start. After that, the cancel button is gone and they need to contact you; you can still cancel the booking yourself.

Note: Cancelling a paid booking also cancels its unpaid invoice. An invoice that has a payment is left as it is, so you can refund the customer.