The Bookings tab

Finding a booking

Bookings shows your sessions as a list or a week. Switch between Upcoming, Past, Canceled, All, Requests and Archived; search by client name, email or phone. Filter narrows the list by date (quick picks such as Today and This week, which runs Sunday to Saturday, or your own dates), time of day, payment and event, and each active filter shows as a chip you can remove. A canceled booking leaves Upcoming for the Canceled section, where a paid one says what the money still needs. On a team the list opens on Everyone; Mine (the sessions you host) and Team members (everyone else's) narrow it, and a host chip narrows it further. Times are shown in your workspace's time zone, named when your browser is elsewhere.

Archive on a past or canceled booking takes it off your lists and into Archived. Nothing is deleted: exports still hold it. From Archived, Unarchive brings it back, and the owner or an admin can Delete client data: the person's name, contact details, form answers, intake forms and notes go, while the payment and the time stay.

Today's schedule at the top counts today's sessions, the next seven days and unpaid balances: the amount owed and, under it, how many bookings owe it.

The week

Week, beside List at the top of Bookings, shows a Sunday-to-Saturday week in your workspace's time zone; the arrows move a week at a time and This week comes back to today. With a team, Everyone gives each host a row, with their color beside their name and on their sessions; a host's name or chip opens their week hour by hour, and Mine shows yours.

Shaded times are the hours of the events each host offers, with their date-specific hours, minus a team member's days off. On an event several people host, a host's shade is only where the event's hours and theirs overlap. Busy time on a connected calendar, sessions in other workspaces and the minimum notice are not shown there, and they still keep clients from booking those times. On the Free plan, a week that is full says so at the top.

A dashed session is a time request, a move request or a session waiting on an online payment. A request for Any available sits in an Unassigned row until it is approved, and approving it assigns a host; the list calls it No host yet. Select a session to open it in the list, where every action is. On a phone the week shows one day at a time.

The week is for the owner and admins; members keep their list. Your browser remembers whether you last chose List or Week, and a link to one booking always opens the list.

A booking's row

The row shows the client, the payment state, the event and time (on a team, with its host, or any available host on a request that has no host yet), and chips for anything that needs you: a time or move request with its answer deadline, a location to assign, a conflict (No host free then on a request for any available host when every host of the event is booked at that time). Rescheduled marks a session whose time moved, and Reassigned one moved to another host with Reassign. From the waitlist marks a booking a client on the waitlist got when its time freed up (see The waitlist for a time). A canceled, declined, expired or no-show booking that was never paid shows no amount due. Open it for the client's contact details, the contact they prefer for this session, who else is attending, the payment breakdown, the signed waiver, the location, Booking history and your private Notes. Form answers opens every answer to the booking form in one window, marks each one whose question has a contact field, and links to the person's contact page.

When an event uses one of your intake forms, Intake received marks a booking whose client sent it; click the chip, or View intake form in the open row, to read it. Intake needed marks a session still ahead whose event needs its form before the session and none has come in. The reader shows each answer under its question, the signature and the consent, and Opened by: everyone who opened the answers, and when (each opening is recorded). Print prints the form alone. On a team, only you, your admins and the members you let see clients' intake forms see these, for the clients of their own sessions.

Actions

• Approve or Decline a request; the client is emailed either way. Neither takes a note — Cancel booking does. On a request for any available host, Approve first lists the event's hosts who are free then and gives the session to one of them (see Requests, approvals and card holds).
• Mark paid offline and Mark unpaid for bookings due offline — a note for your records; the client is not emailed, and once a booking is canceled its payment record stays as it is. On a team, when anyone but the owner marks a session paid offline, the owner hears of it: by email, always, for a session the owner hosts, and for a member's or an admin's session while the Team tab's Email me about my team's bookings is on, the way the owner chose there (each email, the evening summary, or both). One booking tells the owner at most once in 10 minutes, and a second click is refused.
• Completed, once the session has started.
• Cancel booking — two steps and an optional note to the client. It never moves money. The time it frees goes to the waitlist first: when people are waiting for that time, the row says how many and that it goes to the first in line who can still book it, and offers no openings notification. Approving a move request says the same, above the list, about the time the booking left.
• Refund in full and Partial refund (you type the amount) on a canceled booking paid online, each with a confirmation that shows what the client paid, the amount going back and to which card, and the Stripe processing fee; Retry refund when Stripe declined; Refund the rest and Waive fee on a booking with an amount withheld. A booking that stays on the calendar is refunded from your Stripe Dashboard. If another refund of the booking lands while your confirmation is open, yours is refused and nothing more goes back; reload to see it.
• Assign location and Change on events where you decide the place; the client is emailed the new place.
• Send intake form emails the client the event's intake form, with the booking's own link (Pro and Teams); the row says who it went to. Pressed again within two minutes, it sends nothing and says it was sent a moment ago.
• Reassign, in the row's Host line, moves a session to another host of its event. It is the owner's and the admins', and it is offered only on a session whose client booked Any available: a client who picked their host by name keeps them, so cancel that session instead. The list shows the event's hosts who are free at that time, and says when a time is outside a host's hours for the event. The client is emailed an updated invitation with the new host, and each host other than you is told. The calendar entry moves too: the old host's stays on their calendar, greyed and marked free, without the client's contact details or any link, and a video call gets a new Meet link. The time, price and payment stay the same. Nothing is ever reassigned by itself, and a host who cancels cancels the session.

After a cancellation, if people get notifications for that event, the row says how many and offers Send new openings notification.

Manual bookings

+ Manual booking adds a booking you took by phone or in person: event, host, length, participants, date, time and the client's details. The host list offers the event's hosts who can take bookings, so on an event several hosts share you pick any of them. Any price is paid offline, and Mark paid offline records it. It skips the notice and window rules and who can book, but never allows a double booking, and it sends the client the confirmation email.

Notes and history

Notes are private, timestamped and signed with the author; they never reach the client. The line beside Notes says who reads them: the host, the owner and any admins. A member who becomes a session's host after it was booked reads only their own notes and the ones written since; when someone else's note from before is there, the line says so. Booking history shows when it was booked and every move and change of host since, and by whom.