Manage your bookings

Every booking, past and upcoming, is under Bookings in the sidebar. Above the list, Upcoming Bookings shows what's coming up next.

Find a booking

The list shows each booking's Customer, Email, Service, Date & time, Booked on, Booking Status, Payment and Price. Sessions from a recurring series are marked Series, and if someone else is attending, their name shows under the customer's.

• Filter by status with All, Awaiting approval, Confirmed, Completed, No show or Cancelled. Bookings waiting for payment are under All.
• Search by the client's name or email.
• Select a column heading to sort by it. The most recently booked come first.
• Use Columns to hide the columns you don't need.

Select a booking to open it.

Booking statuses

Status	What it means
Awaiting approval	A request for a service that needs your approval
Payment pending	The client has been sent a link to pay. The time is held for them, and the booking confirms once they pay
Confirmed	Booked and going ahead
Completed	The appointment happened
No show	The client didn't turn up
Cancelled	Cancelled by you or the client, or a request you declined

Payment statuses

Payment	What it means
Unpaid	Nothing has been collected yet
Deposit paid	The deposit is paid and the rest is still owed
Partly paid	It was paid, then you raised the amount owed with Adjust amount owed, and the rest is still owed
Paid	Paid in full
Processing	A payment or refund is going through
Partially refunded	Part of the payment has been refunded
Refunded	The whole payment has been refunded
Failed	A payment didn't go through

What's on a booking

Opening a booking shows its Booking Details:

• At the top: the service, Date & Time, Duration, Location and when it was Created, with the status and the actions menu. Online sessions also have Join Google Meet.
• People: the client's name, email and phone, their address if you travel to them, their notes and their answers to your booking questions. If someone else is attending, they're shown too.
• Payment: how much has been collected out of the total and what's still outstanding, with a checklist of whether the appointment, the payment and the booking as a whole are done. See Settle a booking.
• Invoices: every invoice and credit note issued for the booking. See Invoices for your clients.
• Internal Notes: notes for yourself. They're never shown to the client or included in any email. Select Save after you edit them.
• History: everything that has happened to the booking, who did it and when, including payments, refunds, changes and every email sent. Filter it to Payments or Notifications, and choose Oldest first or Newest first.

Booking actions

Select ⋯ on a booking, in the list or at the top of the booking, to see its actions. Only the actions that make sense for the booking right now are shown.

Before the appointment

• Approve request or Decline request, for a booking awaiting approval. Approving confirms the booking or, for a Prepay or Deposit service, emails the client a link to pay. Declining cancels the request and emails the client, and nothing is charged. For a recurring series, you approve or decline all its sessions at once.
• Propose new time: choose a new date and time and, if you like, say why. The client is emailed and can accept the new time or keep the current one. The booking keeps its current time until they accept, and the new time isn't held for them. While you wait, the booking shows Waiting on the customer, where you can select Withdraw proposed time.
• Change location: for services where the client comes to you, move this one booking to a different address, then select Save and notify. The client is emailed the new address. Clear the address to go back to your usual one.
• Cancel booking: cancel the appointment and email the client. Any refund follows your cancellation policy, and you can tick Issue full refund to waive your fee. You can add a reason, which the client sees in their email.

After the appointment

These are for confirmed bookings whose time has passed:

• Mark as completed. If the service collects its balance automatically, the client is emailed a link to pay the rest. See Choose how clients pay.
• Mark as no-show. No refund is issued, and the client is emailed if your no-show email is on.
• Mark as cancelled, for an appointment that didn't go ahead but wasn't a no-show. The client is emailed, and no money moves.

If you don't mark a booking, it's marked completed automatically 24 hours after it starts.

Payment

• Mark as paid, or Mark balance as paid once some has been collected: record money you took yourself. Enter the Amount collected and, if you like, the Payment method: Cash, E-transfer, Cheque or Other. If you record less than what's owed, the rest stays outstanding. No card is charged and no email is sent. If the client already opened a payment link, that link stops working, so they can't pay online on top of what you recorded; if they still owe some, a fresh link asks for only what's left. If they're paying online at that moment, you'll see "The client is paying online right now". Wait for that payment to finish, then check what's still owed before recording anything.
• Charge balance owed: email the client a secure link to pay whatever is still owed, including any change you made with Adjust amount owed. A dialog confirms the amount before it sends, and nothing is charged until they pay. This needs a connected Stripe account.
• Adjust amount owed: change what the client still owes, lower when a session ran short or higher when it ran long. The dialog shows the Booked price and what's Already paid. Enter the new Amount owed and a Reason of up to 80 characters, for example "Session ended 30 minutes early", then select Save. The amount can be anything from $0.00 up, but it must differ from what's owed now; $0.00 writes off the rest and the booking reads as paid. Adjusting doesn't charge or email the client. Afterwards the client's booking page shows Adjusted by your business name with the change, such as −$60.00 or +$30.00, and your reason underneath; the booking's Payment card shows it as Adjusted; its history shows Amount owed adjusted with both amounts and the reason; and the payment request email says you adjusted the amount they owe, with the reason. Charge balance owed, Mark as paid, automatic collection and the client's own Pay button all use the new amount. Raising the amount on a booking that was paid in full marks it Partly paid, for you and the client, until the rest is collected. You can adjust again later, up or down. If the client already opened an earlier payment link, it stops working and they pay the new amount instead; if a payment is already going through, wait for it to finish before adjusting.
• Refund or Mark as refunded: see Refund a client.
• Record cancellation fee or Waive cancellation fee: see Set your cancellation policy.
• Send invoice: email the client the booking's invoices, once the booking is settled.

Settle a booking

A booking is settled when there's nothing left to do on it. Completed, no-show and cancelled bookings settle by themselves once nothing is owed.

To close out a booking that still has money owed, for example a balance you've decided not to collect, select Settle booking on its Payment card. The outstanding amount is written off, the booking shows No further action required, and the client isn't emailed. If you change your mind, select Reopen.

When a client cancels or reschedules

Clients can cancel or move their own booking using the link in their confirmation and reminder emails. Your cancellation policy decides any fee and refund. You're emailed when a client cancels, if your Booking Cancellation email is on, and it shows under Updates on your dashboard.