{"id":4001,"date":"2026-11-13T15:04:28","date_gmt":"2026-11-13T12:04:28","guid":{"rendered":"https:\/\/akaunting.com\/hc\/docs\/appointments\/managing-bookings\/"},"modified":"2026-11-13T15:05:57","modified_gmt":"2026-11-13T12:05:57","slug":"managing-bookings","status":"publish","type":"docs","link":"https:\/\/akaunting.com\/hc\/docs\/appointments\/managing-bookings\/","title":{"rendered":"Managing Bookings"},"content":{"rendered":"\n

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

The Bookings List<\/h2>\n\n\n\n

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

Click a booking’s name to open it: you see its details, the answers to the questions and, under History<\/strong>, all the bookings of the same customer.<\/p>\n\n\n\n

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Statuses<\/h2>\n\n\n\n
Status<\/th>Meaning<\/th>What you can do<\/th><\/tr><\/thead>
Waiting for approval<\/strong><\/td>The appointment has Approval Control<\/strong> on.<\/td>Approve<\/strong> a free appointment, or Send<\/strong> the invoice of a paid one; Cancel<\/strong>.<\/td><\/tr>
Waiting for payment<\/strong><\/td>A paid appointment whose invoice isn’t paid yet.<\/td>Approve<\/strong> without waiting for the payment; Cancel<\/strong>.<\/td><\/tr>
Approved<\/strong><\/td>The booking is confirmed.<\/td>Cancel<\/strong>. Once the time has come: Mark as completed<\/strong> or Mark as no-show<\/strong>.<\/td><\/tr>
Completed<\/strong><\/td>The appointment took place.<\/td>Mark as no-show<\/strong>, to correct it.<\/td><\/tr>
No-show<\/strong><\/td>The customer didn’t come.<\/td>Mark as completed<\/strong>, to correct it.<\/td><\/tr>
Cancelled<\/strong><\/td>You or the customer cancelled it.<\/td>Nothing: a cancelled booking stays cancelled.<\/td><\/tr><\/tbody><\/table><\/figure>\n\n\n\n

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.<\/p>\n\n\n\n

\"\"<\/figure>\n\n\n\n

Moving a Booking<\/h2>\n\n\n\n
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  1. Open the booking and click Edit<\/strong>.<\/li>\n\n\n\n
  2. Change the Date<\/strong> and the Starting Time<\/strong>. For an employee appointment, the free times of every employee are offered, so you can also move the booking to another employee.<\/li>\n\n\n\n
  3. Correct the Name<\/strong>, Email<\/strong> or Phone<\/strong>, if needed.<\/li>\n\n\n\n
  4. Click Save<\/strong>.<\/li>\n<\/ol>\n\n\n\n

    The customer gets an email with the new details.<\/p>\n\n\n\n

    Note:<\/strong> Only bookings still to take place can be edited: a completed, no-show or cancelled booking can’t be changed.<\/p>\n\n\n\n

    Working with Several Bookings<\/h2>\n\n\n\n

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

    To export bookings as an Excel file, you can also click \u22ef<\/strong> at the top right of the list and select Export<\/strong>.<\/p>\n\n\n\n

    \"\"<\/figure>\n\n\n\n

    Cancelled by the Customer<\/h2>\n\n\n\n

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

    Note:<\/strong> 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.<\/p>\n\n\n\n