Bookings

Where to find bookings

Protection against simultaneous edits runs automatically in the background. A notice appears only when a different user is editing the record. See simultaneous edits for details.

With Pro, use Calendar integrations instead of repeated imports: subscribe to a calendar or connect Google Calendar and Outlook. Edit imported blocks in the original calendar.

A member without View other workers’ bookings sees slots based only on their own availability, and new bookings are assigned to them. If they are busy, the app does not automatically assign the booking to a colleague.

Bookings work when you have the booking system turned on. You turn it on in Reservation settings; more in the article Working hours and bookings.

• Week: a calendar of the selected week with working hours, breaks and blocked time. Clicking a day in the header opens its day view.
• The calendar shows the whole day. It opens at the start of working hours (today at the current time) and you scroll to any hour. Time outside working hours has a slightly darker background.
• Bookings after the paid period of the subscription have a different colour in the calendar and a label in the list. If the subscription is not renewed, they are cancelled.
• Month: an overview of the whole month. For each day you see the number of bookings, the first three with time and name, absence and how many subscribers are on the waitlist. Click a day to open its day view, click a booking to open its detail.
• Day: a calendar of a single day. On a phone it opens first. A red line shows the current time.
• List: bookings one below the other with a period filter (Today, Upcoming, Past, All), a status filter and a search by the subscriber's name or e-mail. Bookings are shown 20 per page.
• At the top left you switch between Calendar and List, on the right are the Block time and New booking buttons. Below them is the calendar panel: the Month, Week or Day scale, arrows, the Today button and date picker, on the right the worker filter and Export. In the month view, click an empty spot of a day to create a booking or block time.
• You move between days, weeks and months with the arrows, the Today button or by picking a date. Simultaneous bookings (several workers at once) are shown side by side.

At the top, you see the number of bookings Today with the next appointment, how many are Awaiting confirmation (click to open them in the list) and the Time with bookings for the displayed day or week. This is the share of opening hours with at least one booking you can view, excluding location breaks and blocked time. Overlaps count once. The worker filter does not change this figure and it does not measure team capacity. If you have more than one location, you switch between them with the Location selector. In the mobile app, you switch between Calendar, Month and List. Tap a day in the month to create a booking, block time, open an absence on that day or open the day; a past day opens directly.

The owner and members with the Reservations permission can see bookings. Without the See other workers' reservations permission, a member sees only their own and unassigned bookings.

Booking statuses

• Awaiting confirmation: the subscriber has booked an appointment and is waiting for you to confirm it. This appears only if you have automatic confirmation turned off.
• Confirmed: the appointment stands.
• Canceled: the booking was canceled by the subscriber or by the business.
• Completed: the visit took place, for example after check-in (also Completed in the app).
• Not checked in: the appointment has already taken place, but the booking was not checked in and has no attendance recorded.

The item is deducted from the subscriber's subscription as soon as they book the appointment.

Automatic updates

The bookings page updates by itself; new and canceled bookings appear without reloading the page. You can tell updates are running by the Live label. You also get a notification about every new and canceled booking.

Confirming a booking

When you have Automatic confirmation turned off, every new booking waits for you. Open it in the calendar or list and click Confirm. You will also find pending bookings on the Overview in the Reservations box.

Members with the Confirm reservations permission can confirm bookings, and their colleagues' bookings only with the Confirm other workers' reservations permission.

Booking on behalf of a subscriber

When a subscriber books by phone or at the counter, you book the appointment for them. The booking is confirmed right away and uses the subscriber's entitlement. The subscriber always gets a notification by e-mail and in the app, even with booking notifications turned off, and can cancel the booking like their own.

1. Click New booking and pick one of the free times. Or click a specific time in the calendar and choose New booking: the time is then preselected and you choose another one with Choose another time. In the app, tap an empty spot in the calendar, or tap + and choose New booking for a subscriber.
2. Search for the subscriber by name or e-mail. Only subscribers with an active subscription are offered.
3. Choose the item, the location and worker if needed and, if the time is not preselected, the day and time.
4. If you want the same time regularly, turn on Repeat booking and choose the interval and number of appointments. The preview shows which appointments work out. Taken ones, ones outside the booking period and ones without entitlement are skipped.
5. You can add an internal note and confirm with Book.

On behalf of a subscriber you can book any future time (a time that has passed cannot be booked), even outside working hours (the form warns you) and outside the offered times. You cannot book over a break, absence or another booking: edit or cancel them in the calendar first. The booking notice and how far ahead bookings are allowed do not apply, and you can book after the end of the subscriber's paid period too (the booking uses the next period).

Members with the Book on behalf of subscribers permission can do this. When searching for a subscriber, they see names and e-mails even without the Subscriber list permission.

Waitlist

When you turn it on in Booking settings, a subscriber can join a day when no free time suits them (optionally only for a certain time). How many subscribers wait for a day is shown in the calendar at the day (Waiting), hovering shows names and times. In the app, the count is at the day in the month and above the day calendar, tap it to see names and times.

When a time becomes available (a booking is cancelled or moved, a break or absence is shortened or cancelled), everyone waiting whom the free time suits gets a notification in the app and by email. Whoever books it first gets it, you do not have to do anything else.

Moving an appointment

You move a booking to another time without canceling it. The item is not deducted from the subscriber again and they get a notification by e-mail and in the app.

1. Open the booking in the calendar or list.
2. Click Move appointment (in the app Change time).
3. Choose the new day and time and confirm.

Members with the Cancel reservations permission can move bookings, other workers' bookings with Cancel other workers' reservations. A subscriber can change the time themselves until the Cancellation deadline, and you get a notification. If automatic confirmation is off, a booking moved by the subscriber waits for your confirmation again.

Canceling a booking as a business

1. Click Cancel next to the booking.
2. Write the reason for canceling (at least 3 characters). The subscriber will see it.
3. Confirm with Yes, cancel the booking.

The subscriber can cancel their booking themselves. They get the item back only if they cancel no later than the Cancellation deadline from Reservation settings; after that, it is forfeited. Members with the Cancel reservations permission can cancel bookings, and their colleagues' bookings with the Cancel other workers' reservations permission.

For a recurring booking, you can tick that all following appointments are canceled as well.

Booking notes

• Note from the subscriber: the subscriber can add it when booking, for example what they would like done. You see it in the booking detail.
• Internal note: you add it in the booking detail with Add a note. Only your team sees it, the subscriber does not.

The booking detail also shows the service, location, who created or moved the booking, whether it is recurring and how many times the subscriber did not show up. The Subscriber detail and Send a message links take you straight to them.

Blocks, breaks and absence in the calendar

You block time when you do not take clients right in the calendar: click an empty spot and choose Block time (or the Block time button above the calendar). In the app, tap + and choose Block time. Enter the day, from when to when, a reason and, for a business with workers, who the block applies to.

Click a break or absence in the calendar to open it. A break repeats every week, so changing it applies to that day only: move or shorten it (Save for this day), cancel it (Cancel the break on this day) or return it to working hours (Restore per working hours). An absence can be edited (start, end, reason) or cancelled, and for a multi-day absence you can cancel just one day. You cannot book over a break or absence. When you pick a worker with their own working hours in the calendar, you also see their break (Worker break) and edit it for that day only in the same way.

Members with the Working hours permission can block time and edit breaks and absence. A regular break (such as lunch) is set once in working hours, see Working hours and bookings.

Attendance and check-in

For a past booking, you record attendance: Arrived or No-show. During the visit itself, you can complete the booking with a check-in; the subscriber shows the QR code next to their booking. More in the article Check-in.

You remove the selected attendance by clicking it again.

Assigning and reassigning a worker

In the Pro version, you can assign bookings to specific workers. A booking without a worker is marked Unassigned, or Company.

1. Open the booking in the calendar or list.
2. Under Worker, choose who will take over the booking.

Members with the Team and permissions (incl. worker assignment) permission can assign and reassign bookings. You filter the calendar by choosing All workers or My bookings. How new bookings are split among workers automatically is set in Reservation settings.

Exporting bookings

• On the web, click Export and choose Spreadsheet (CSV) or Calendar (.ics). In the Week and Day views, the shown period is exported, in the List all bookings. You import the .ics file into your calendar, such as Google or Apple.
• In the mobile app, tap the export icon next to the week in Operations. Save to phone calendar adds the bookings of the shown week to your phone calendar as you see them (location and selected staff member), without cancelled ones. Send by email sends the week as CSV (spreadsheet) or iCal (.ics).

Members with the Export reservations permission can export, others do not see the button. Without the permission to see other workers' bookings, the export contains only their own and unassigned bookings.