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Using the bookings list

Your one place to find every booking, open the details, update statuses, and message or tag several guests at once.

Using the bookings list

The bookings list is where you find any booking, open it for the detail, change its status, and message or tag several clients at once. It is called Appointments in the sidebar, or Bookings once you also sell classes, events, or resources.

Before you start

  • Team members open this list already filtered to the calendars they are assigned to. Clear filters returns to that, not to everything.

Choose the dates you want

  1. Click the view selector (it shows the current view, such as Day) and pick Day, Week, Month, or Custom.
  2. Use the arrows to move through your view.
  3. On Custom, set a From and To date.

A booking row in the list

One row in the Bookings list, showing the selection checkbox, the guest, the time, the service, the staff member, and a status pill.

Sarah Mitchell10:30·Deep tissue massage·Alex CarterBooked

Filter the list

Click Filter. When filters are on, the button shows a count, like Filter (2).

  1. Type (only if you run more than one kind of booking): All, or one type.
  2. Calendar: All appointments, or one person or chair.
  3. Service: All services, or one service. One at a time, not several.
  4. Status: All, Pending, Booked, Confirmed, Started, Completed, Cancelled, or No show.
  5. Clear filters starts over.

The list toolbar and filters

The toolbar across the top of the list with view, search, and filter, the filter panel below it, and the floating selection tray's bulk actions.

Week▾‹›22 – 28 JunSearch contactsFilter2FILTERSClear filtersTypeAllAppointmentClassEventCalendarAll appointments▾ServiceAll services▾StatusAllPendingBookedConfirmedStartedCompletedCancelledNo showFilter (2): Status and Calendar are active.3 selectedAdd tagMessage

Search for a client

  1. Tap the magnifier in the toolbar.
  2. Type at least two characters of a name, phone, or email.
  3. Tap Book to start a booking with their details filled in, or View to open their record.

It searches every client you have, not just the dates on screen.

Open a booking

Click any row to open it in place. You will see the details, your internal notes, and a box to message that client. Click again to close.

Change a booking's status

  1. Open the booking's row.
  2. Click the action for the next step, such as Start, Complete, or Mark No-Show.
  3. It saves on its own.

Which moves are allowed depends on where the booking is:

  • From Booked you can confirm, start, mark a no-show, or cancel.
  • From Started you can complete or cancel.
  • Completed can only be reopened.
  • No Show can go back to booked.
  • Cancelled cannot go anywhere. Take the booking again instead.

Good to know: you cannot mark a no-show until your grace period has passed, which is 15 minutes for most businesses. If a slot was taken while you were working, you will be told the time is no longer available.

Move a booking

Open the row and click Modify to change the service, the person, the date, the time, or the duration. This tells the client straight away.

Deposits, payments, and resending a confirmation

Open a row and you will see buttons for the money side, depending on what is outstanding.

  • Send payment link sends the client a link to pay what they owe.
  • Waive clears the deposit for this booking only.
  • Record cash marks the deposit as paid because they handed you the money.
  • Refund deposit (or Refund payment) sends the money back through Stripe.
  • Resend confirmation sends the confirmation again.

Warning: cancelling inside the cancellation window refunds a deposit automatically. If that refund fails, the booking is not cancelled.

Message or tag several clients at once

  1. Tick each booking you want, or use Select all.
  2. A tray appears showing how many are selected.
  3. Click Add tag to label them, or Message to send them all the same email or text.
  4. Click the X to clear your selection.

Good to know: cancelling and marking no-shows is one booking at a time. There is no way to cancel a batch at once.

Common problems & fixes

Problem Likely cause Fix
A booking I expected is missing A date, status, calendar, or service filter is hiding it Widen the dates and click Clear filters
A colleague's booking is still hidden after clearing filters Team members open filtered to their own calendars Ask an admin, who sees every calendar
I cannot pick the status I want That move is not allowed from the current status Move one valid step at a time
I cannot mark a no-show yet The grace period has not passed Wait until it has, then try again
Add tag says there is no contact to tag None of the selected bookings has a contact record Add the client's details first
I cannot find Cancel in the selection tray The tray only offers Add tag and Message Open the booking's row and cancel it there
I cannot see the deposit on my phone Price and deposit pills are hidden on a narrow screen Open the row to see them

Next steps