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Bookings

Manage all your bookings in one place with powerful filtering, approval workflows, and comprehensive management tools.

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Viewing Bookings

Your bookings are organized by status and can be filtered by:

• Upcoming: Future bookings that are confirmed
• Pending: Bookings awaiting your approval
• Past: Completed bookings for reference
• Cancelled: Cancelled bookings with reasons
• All: Complete booking history

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Booking Statuses

Understanding different booking statuses helps you manage your schedule effectively:

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Pending Bookings

Bookings that require your approval before confirmation. Features:

• Require manual approval
• Show approval requirements
• Allow decline with reason
• Can be rescheduled before approval

Actions Available:

• Approve booking
• Decline with reason
• Reschedule to different time
• Add notes or requirements

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Confirmed Bookings

Approved bookings that are scheduled and confirmed. Features:

• Automatically confirmed
• Send confirmation emails
• Add to calendars
• Generate meeting links

Actions Available:

• Reschedule to new time
• Cancel with reason
• Add meeting notes
• Send reminders

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Cancelled Bookings

Bookings that have been cancelled by you or the attendee. Features:

• Show cancellation reason
• Free up time slots
• Maintain booking history
• Can be reactivated

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Booking Management

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Approval Workflow

For events that require approval, manage the approval process: Review Process:

1. Check Details: Review attendee information and notes
2. Verify Availability: Ensure time slot is still available
3. Make Decision: Approve or decline the booking
4. Add Notes: Include any special instructions

Approval Actions:

• Approve: Confirm the booking and send confirmation
• Decline: Reject with reason and free up the time slot
• Request Changes: Ask for different time or details
• Add Requirements: Specify preparation or materials needed

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Rescheduling Bookings

When you need to change a booking time: Reschedule Process:

1. Select New Time: Choose from available slots
2. Add Reason: Explain why rescheduling is necessary
3. Notify Attendee: Automatic email with new details
4. Update Calendar: Both calendars are updated
5. Send Reminders: New confirmation and reminders sent

Reschedule Options:

• Same Day: Move to different time same day
• Different Day: Select from available dates
• Bulk Reschedule: Move multiple bookings together
• Automatic Suggestions: System suggests alternative times

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Cancelling Bookings

To cancel a booking with proper communication: Cancellation Process:

1. Select Booking: Choose the booking to cancel
2. Add Reason: Provide clear cancellation reason
3. Notify Attendee: Automatic cancellation email
4. Update Availability: Time slot becomes available
5. Process Refund: If applicable, handle payment refunds

Cancellation Types:

• Attendee Cancellation: Customer-initiated cancellation
• Host Cancellation: You need to cancel
• Emergency Cancellation: Last-minute changes
• Bulk Cancellation: Cancel multiple bookings

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Advanced Booking Features

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Manual Booking Creation

Create bookings directly for customers: Manual Booking Process:

1. Select Event: Choose the event type
2. Pick Date/Time: Select available slot
3. Add Attendee: Enter customer information
4. Set Status: Confirm immediately or leave pending
5. Send Notifications: Automatic confirmations sent

Use Cases:

• Phone bookings
• Walk-in appointments
• Rescheduled meetings
• Special arrangements

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Booking Modifications

Make changes to existing bookings: Modification Options:

• Time Changes: Reschedule to different time

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Booking Details

Each booking includes comprehensive information:

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Attendee Information

• Contact Details: Name, email, phone number
• Timezone: Customer’s local timezone
• Communication Preferences: Preferred contact method
• Special Requirements: Accessibility or other needs

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Event Information

• Event Type: Which service or meeting type
• Duration: Length of the booking
• Location: Physical or virtual meeting details
• Team Member: Assigned host or team member

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Scheduling Details

• Date and Time: Scheduled appointment time
• Timezone: Local time for the booking
• Buffer Time: Time before and after the event
• Recurring: If part of a recurring series

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Notifications and Communication

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Automatic Notifications

Confirmation Emails:

• Booking confirmations sent automatically
• Include all meeting details
• Calendar invitations attached

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No-Show Handling

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Managing No-Shows

No-Show Process:

1. Mark as No-Show: Update booking status
2. Record Reason: Note why they didn’t attend
3. Free Up Time: Make slot available for others
4. Follow-Up: Send appropriate follow-up message

No-Show Tracking:

• Pattern Recognition: Identify frequent no-shows
• Customer Notes: Add to customer profile
• Policy Enforcement: Apply no-show policies
• Revenue Impact: Track lost revenue

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Follow-Up Actions

Automatic Follow-Up:

• Send rescheduling options
• Offer alternative times
• Provide cancellation policy
• Request feedback

Manual Follow-Up:

• Personal phone calls
• Custom email messages
• Special offers
• Relationship management

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Notification System

• Real-time Alerts: Instant booking notifications
• SMS Notifications: Text message alerts
• Push Notifications: Mobile app notifications