Bookings

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• Booking Statuses
• Managing Bookings
• Creating Bookings Manually
• Client Cancellations
• My Bookings Portal
• iCal Export

Booking Statuses

Each booking moves through a lifecycle from creation to completion:

Status	Badge	When It's Set
Pending	Pending	Created while Require my approval for new bookings is on — awaiting your confirmation
Confirmed	Confirmed	Created with auto-confirm (the default), or confirmed by you from a Pending booking
Cancelled	Cancelled	Cancelled by the client (via link) or by staff
Completed	Completed	Service was delivered — set manually by staff
No-Show	No-Show	Client did not appear — set manually by staff

Client books
      ├─ auto-confirm (default) ──────────────► Confirmed  → confirmation email + SMS
      └─ "Require my approval" on ──► Pending → "request received" email
                                         └─ you click Confirm ──► Confirmed → confirmation email + SMS

{primary.fa-info-circle} The sidebar badge shows today's Pending + Confirmed count only. Completed, Cancelled, and No-Show bookings are excluded.

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Managing Bookings

Business Panel → Bookings

Filtering the list:

Filter	Options
Status	Pending, Confirmed, Cancelled, Completed, No-Show
Service	Dropdown of your services
Provider	Dropdown of your providers
Date Range	From / To date pickers
Search	Client name or email

Per-booking actions:

Action	What It Does
View	Open booking details — client info, service, provider, notes
Confirm	Shown on Pending bookings: confirms the booking and emails the customer their confirmation
Reschedule	Pick a new date and one of the free slots (the same slots the booking page offers — the provider's Working Shifts, or your business hours). The client keeps their payment and gets a rescheduled email with a working cancellation link
Edit	Change status or add internal notes
Cancel	Set status to Cancelled
Export	Download the filtered list as Excel or CSV

{primary.fa-info-circle} Setting a booking to Cancelled with the Status action emails (and, if SMS is on, texts) the client a cancellation notice. Bulk status updates don't send it.

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Creating Bookings Manually

Staff and owners can create bookings on behalf of clients — useful for phone or walk-in reservations.

1. Click New Booking in the top-right of the Bookings list
2. Select the Service
3. Select the Provider
4. Pick an available Date and Time from the slot picker
5. Enter the client's Name, Email, and Phone
6. Add optional Notes
7. Click Save

What happens automatically:

• The slot is reserved immediately
• A confirmation email is sent to the client
• The booking appears in the list with Confirmed status

{primary.fa-lightbulb-o} Manual bookings bypass the payment step. Even paid services are confirmed directly — collect payment separately if needed.

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Client Cancellations

{primary.fa-info-circle} Clients can cancel from My Bookings or the link in their email only while the booking is Pending or Confirmed, the appointment hasn't started, and Allow client cancellation is on (Form Builder → General). Otherwise they're asked to contact you.

Clients can cancel their own bookings in two ways: via the cancellation link in their confirmation email, or directly from the My Bookings portal.

Cancellation Link (email)

Every booking confirmation email includes a unique cancellation link tied to that specific booking. Clicking it opens a self-service page where the client confirms and the slot is freed immediately.

My Bookings Portal (in-app)

Logged-in clients can cancel from /my-bookings without leaving the app. A modal appears asking for an optional reason for cancellation:

The cancellation reason is stored on the booking and visible in Business Panel → Bookings → View. It also appears in italic on the cancelled card in the client's My Bookings page.

Controlling cancellation permissions

You can disable self-service cancellations for your business entirely:

Business Panel → Settings → Booking Behaviour

Toggle "Allow clients to cancel bookings online" off. Clients will see a message directing them to contact you directly instead.

What happens on cancellation (either method):

1. Booking status → Cancelled
2. Cancellation reason stored (if provided)
3. A cancellation email is sent to the client
4. Staff receive an in-app notification: "Booking #N cancelled by {name}"
5. The time slot becomes available immediately for new bookings

{success.fa-check-circle} Client-initiated cancellations are fully self-service — no staff involvement needed. The slot reopens automatically.

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iCal Export

Every booking generates a standard iCal (.ics) file that clients can add to any calendar app.

Download URL:

https://yourdomain.com/booking/{token}/ical

The link is included in the booking confirmation email. It works with:

Calendar App	Compatible
Google Calendar	✅
Apple Calendar (iOS / macOS)	✅
Microsoft Outlook	✅
Any iCal-compatible app	✅

The iCal event includes the service name, provider, date, time, and duration. It does not auto-update if the booking is changed — clients must download a new .ics if the booking is rescheduled.

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My Bookings Portal

Logged-in clients get a single dashboard at /my-bookings that shows all their appointments across every business they've booked with — not just yours.

What clients see:

Section	Contents
Upcoming	All pending and confirmed bookings, ordered by date, grouped by business
Past & Cancelled	Last 20 past or cancelled bookings in a collapsible section

Each booking card shows the service name, date badge (month/day/weekday in the business brand colour), time range, and status pill. Cancelled cards show the reason in italic if one was provided.

Booking form pre-fill

When a logged-in client visits any booking page, their Full Name, Email, and Phone are automatically pre-filled from their account. The email field is locked — it can't be changed — so every booking is guaranteed to appear under their account.

{primary.fa-info-circle} The email lock prevents the common issue of bookings going "missing" because a client accidentally typed a different address on the booking form.