Managing Customer Bookings

Where to find this:
Services → View Calendar tab

Keep track of all your appointments using the integrated calendar view and your synced Google Calendar.

Viewing Your Bookings

You have multiple ways to view customer bookings:

1. In the View Calendar Tab

1. Go to Services → View Calendar tab.
2. Your calendar opens showing all bookings.

Choose different views to see your schedule:

• Week View - See all this week's bookings.
• Month View - Overview of the entire month.
• Day View - Detailed view of a single day.

2. In Google Calendar

All bookings automatically sync to your connected Google Calendar:

• Each location has its own calendar.
• Bookings appear as calendar events.
• Get reminders before appointments.
• View alongside your personal schedule.

3. Calendar Views Explained

Switch between views to see bookings in different ways:

Week View

Best for: Daily schedule management

Shows Monday-Sunday with all bookings displayed vertically by time. Perfect for seeing your day-to-day commitments.

Month View

Best for: Big-picture overview

Shows the entire month in a grid. Click any date to see all bookings for that day in a detailed list below the calendar.

Using the Date List:

• Click a date with bookings.
• A list appears below showing:
  • Time of each booking
  • Service booked
  • Location
  • Customer details (if available)
• Click any booking in the list for full details.
• Click "Clear" to hide the list.

Day View

Best for: Detailed single-day view

Shows one day's schedule with all bookings hour by hour.

What You'll See

Each booking shows:

• Date and time of the appointment
• Service name - What the customer booked
• Location - Where it takes place
• Customer name - Who booked (in Google Calendar)
• Capacity used - For group slots (e.g., "8 of 15 spots filled")
• Status - Confirmed, cancelled, or completed

Interacting with Bookings

Viewing Booking Details

In Calendar View:

1. Click any booking event.
2. A modal opens showing:
   • Customer details
   • Service information
   • Location and time
   • Any special notes or requirements
3. Click outside to close.

Option 1: Via Google Calendar

1. Open Google Calendar.
2. Find the booking event.
3. Click to open it.
4. Click Delete or the trash icon.
5. Confirm deletion.

Common Questions

Q: Where do I see customer contact details?
A: Click the booking event in Calendar Preview or Google Calendar. Customer email and phone (if provided) appear in the event description.

Q: Can I reschedule a booking?
A: Edit the event in Google Calendar to change the date/time. Make sure to notify the customer of the change.

Q: Do bookings show in real-time?
A: Yes, bookings sync to Google Calendar immediately when customers book. Refresh your calendar to see the latest.

Q: What if I'm running late?
A: Contact the customer directly using the contact info in the booking event.

Q: Can I see past bookings?
A: Yes, navigate back in the calendar to see historical bookings. They remain in Google Calendar indefinitely unless you delete them.

Q: How do I handle recurring appointments?
A: Each booking is a separate event. If a customer wants regular weekly sessions, they book each one individually (or you can set up recurring appointments in Google Calendar manually).

Q: What happens if my Google Calendar connection expires?
A: New bookings won't sync until you reconnect. Go to Services → Integrations tab and click "Reconnect Google Calendar" to fix it.

Related Articles

• Using Calendar Preview - Learn all calendar view features
• Connecting Google Calendar - Setup and troubleshooting
• Creating Locations - Configure your availability

Tips for Managing Bookings

Daily Routine

Check every morning:

1. Open your Google Calendar or Booking Management calendar.
2. Review today's appointments.
3. Prepare materials/setup for each service.
4. Send reminder messages to customers if needed.

Weekly Planning

Review upcoming week:

1. Use Week View to see your schedule.
2. Identify busy vs light days.
3. Block personal time in Google Calendar if needed.
4. Plan prep work for group sessions.

Monthly Overview

Use Month View to:

1. See booking trends (which days fill up?)
2. Identify quiet periods.
3. Plan promotions or special events.
4. Adjust availability if needed.

Staying Organized

Keep notes
Add notes to Google Calendar events about customer preferences, special requirements, or follow-up needed. Examples: student's practice level, pet's temperament, client's goals, property access codes.

Use reminders
Set Google Calendar reminders 1 hour or 30 minutes before appointments so you're always prepared. Extra useful for mobile services to allow travel time.

Color coding
Each location gets its own color automatically - use this to quickly scan your schedule. Helpful if you have multiple venues, virtual vs in-person, or different service areas.

Block Buffer Time
Add personal events in Google Calendar for lunch breaks, prep time, equipment setup, or travel between customer locations.

Handling No-Shows

If a customer doesn't show up:

1. Mark it in your personal notes.
2. The event stays in Google Calendar as completed.
3. Their quota is still used (if applicable).
4. Follow up with the customer to reschedule or check in.

Working with Group Bookings

For classes and group sessions:

Capacity Tracking

• Events show capacity (e.g., "12 of 15 spots filled").
• See how many spots remain.
• Monitor popular times.

When Class is Full

• The slot stops appearing for new bookings.
• Existing bookings remain.
• Consider adding another slot if demand is high.

Cancellations in Groups

When someone cancels from a group slot:

• One spot opens up.
• Slot becomes bookable again (if not past cancellation deadline).
• Other participants unaffected.

Events use colors to help you quickly identify locations:

• Different color per location - Blue, green, amber, pink, etc.
• Consistent colors - Same location always uses the same color.
• Working hours - Shown as light background shading.

This makes it easy to see which location each booking is for at a glance.

Navigating the Calendar

Use the toolbar controls:

• ◀ Previous - Go back (week/month/day).
• Today - Jump to the current date.
• Next ▶ - Go forward.
• View buttons - Switch between Month/Week/Day.

Desktop Features

On desktop computers, the calendar has extra capabilities:

• Drag events to reschedule (updates in Google Calendar).
• Resize events to adjust duration.
• Click and hold to see event details.

Note: Mobile users can view all bookings but drag-and-drop features are desktop-only.

Managing Appointments

From Your Booking Management Calendar

Using the calendar in the Booking Availability sub-tab:

1. View upcoming appointments - See what's scheduled (lessons, services, rounds, sessions).
2. Check booking details - Click events for customer info, service type, location.
3. Monitor capacity - See how many spots are filled for group sessions (classes, workshops, events).

From Google Calendar

Your Google Calendar provides more management options:

1. Edit events - Reschedule or adjust timing.
2. Cancel bookings - Delete the event (notify customer separately).
3. Add notes - Add private notes to events.
4. Set reminders - Get notifications before appointments.

Important: Changes in Google Calendar don't automatically notify customers. If you reschedule or cancel, contact the customer directly.

Cancelling a Booking

If you need to cancel an appointment:

1. Find the booking in your Upcoming list.
2. Click Cancel.
3. Confirm the cancellation.

The booking moves to the Cancelled tab and the Google Calendar event is updated.

Important: Let your customer know if you cancel their booking. They won't be automatically notified.

Bookings in Google Calendar

All bookings also appear in your Google Calendar. You can:

• View appointments alongside your personal events.
• Get reminders before appointments.
• See booking details in the event description.

Tips for Managing Bookings

Check daily
Review your upcoming bookings each morning to prepare for the day.

Handle cancellations promptly
If a customer needs to cancel, process it quickly so the slot becomes available again.

Keep notes
Add notes to your Google Calendar events for anything special about the appointment.

Follow up
After appointments, consider sending a thank you or review request to customers.