Approve, reassign and report bookings

Handle the bookings that need a decision from you, straight from the appointment. The client gets the right email each time, so you don't have to write one.

All of these start in Scheduling › Appointments: select a name to open the appointment.

Approve or decline a booking requestCopy Anchor Link

Event types with Approve each booking turned on send you a request first. You also get an alert in your Inbox.

1. Open the appointment. It shows Awaiting approval.
2. Select Approve, or select Decline to say no.
3. If you decline, add a reason if you like, then select Decline request.

You're done when the appointment shows Scheduled (approved) or moves to Cancelled (declined). An approved client gets a confirmation. A declined client gets an email with a link to choose another time, and the time opens up again.

Reassign to another memberCopy Anchor Link

For round-robin team bookings, you can hand a booking to someone else on the team. The time stays the same.

1. Open the appointment and open More appointment actions (the three dots).
2. Select Reassign to another member.
3. Choose the New host and select Reassign.

You're done when the appointment shows the new host. The event moves to their calendar, and both hosts are told.

The new host must be free at that time and able to host the meeting's location, such as having Google Calendar connected for a Google Meet call.

Ask the client to pick a new timeCopy Anchor Link

Use this when you can't make it and want the client to choose a time that suits them.

1. Open More appointment actions and select Ask client to pick a new time.
2. Add a short message if you like, such as "Something came up that day."
3. Select Cancel and ask to rebook.

You're done when the appointment is under Cancelled. The client gets an email with a link to book a new time, and the meeting link and calendar event are removed.

Report a booking as spamCopy Anchor Link

Only people who manage scheduling see this option.

1. Open More appointment actions and select Report as spam.
2. Select Report and cancel.

You're done when the appointment is cancelled. The client isn't emailed, and their email is added to Blocked bookers in Scheduling settings, so they can't book again.

Good to knowCopy Anchor Link

• Each change is recorded in the appointment's History: who did it and when.
• To unblock someone you reported by mistake, remove them from Blocked bookers in Settings › Scheduling › Rules.

RelatedCopy Anchor Link

• Manage appointments
• Share bookings across your team
• Scheduling settings