What is Manage Bookings?
Manage Bookings is the workspace-wide view of every appointment booked with you or your team. It gives you one place to view, manage, filter, and export the bookings your workspace hosts.
Go to Dashboard → Manage Bookings to view bookings in either a list or calendar layout.
From here, you can open booking details, cancel appointments, send reminders, approve pending bookings, follow up on unpaid balances, record offline payments, and export booking data.
Manage Bookings is the host-side booking area. Appointments you booked with somebody else are available separately under My Bookings.
Why Do You Need It?
- Keep bookings organized: See upcoming, past, and cancelled appointments from one dashboard.
- Manage your whole team: View bookings across the workspace with the assigned host or provider shown on each booking.
- Track payments: Quickly see what has been paid and what is still due.
- Take booking actions: Cancel, approve, send reminders, and record offline payments without searching through emails.
- Export your data: Download filtered booking records as CSV or XLSX for reporting and analysis.
Step-by-Step Instructions
Step 1: Open Manage Bookings
Go to Dashboard → Manage Bookings.
The page opens with the Upcoming filter selected by default.
Step 2: Choose a Layout
Use the layout toggle in the filter bar to switch between List and Calendar views.
| Layout | Description |
|---|---|
| List | A paginated booking table grouped by date. |
| Calendar | A visual Month, Week, or Day calendar showing bookings within the selected date range. |
Your layout choice is remembered.
In Calendar view, use the calendar header to switch between Month, Week, and Day. Calendar view does not use pagination. Instead, it loads bookings that fall within the visible date range.
Step 3: Filter Your Bookings
Use the filter controls to narrow down the bookings you want to see.
| Filter | Options |
|---|---|
| State | All, Upcoming, Past, Cancelled |
| Type | One-to-One, Service Based |
| Sort | Newest, Oldest |
Upcoming is the default state filter. Date groups in the list follow your selected sort order, so the group headings and booking rows stay consistent.
Step 4: Read the Booking Table
Bookings in List view are grouped by date. Each row contains the main information you need to identify and manage an appointment.
| Column | Shows |
|---|---|
| Booking Info | Start time, end time, and the calendar title linked to the public booking page |
| Location | Location type and its actual value, such as an address, meeting link, or phone number |
| Guest Info | Guest name and email address |
| Host / Provider Info | Name and email address of the person hosting the booking |
| Status | Booking status badge and the row action menu |
The complete row is clickable. Click it to open the booking detail page.
Step 5: Use the Booking Actions
Open the three-dot menu on a booking row to access the available actions.
| Action | What It Does |
|---|---|
| Details | Opens the complete booking detail page |
| Cancel | Cancels the booking after confirmation |
| Send Reminder | Sends a booking reminder to the guest’s booking email |
| Send payment reminder | Reminds the guest about an outstanding balance on an eligible partially paid booking |
Cancel is available only when you are the host of the booking and the booking has not already been cancelled.
Send Reminder is hidden for cancelled bookings.
Send payment reminder appears only when the booking is confirmed and its payment status is partially paid.
Rescheduling is not available from this menu. Guests reschedule through the link in their confirmation email, subject to your rescheduling rules.
Step 6: Open the Booking Detail Page
Click a booking row or select Details to open:
/admin/manage-bookings/{uuid}
The detail page includes:
- Booking ID
- Booking type
- Calendar title
- Booking summary
- Payment information
- Payment history
- Approve Booking when the booking is pending
- Cancel Booking when you are the host and the booking is not already cancelled
- Send Reminder
Step 7: Manage Payment
The payment panel on the booking detail page shows the payment status and financial breakdown for the appointment.
| Field | Description |
|---|---|
| Total | Total booking amount |
| Paid | Amount already paid |
| Due | Outstanding amount |
| Discount | Discount applied to the booking |
| Coupon | Coupon code used, when applicable |
| Payment Method | How the guest paid |
If there is an outstanding balance on a pending or partially paid booking, the Mark as Paid button appears.
Click it to record an offline payment. Enter the amount, or leave the amount blank to record the complete due balance. You can also add an optional note such as Paid in cash on arrival.
Every online and offline transaction is shown in Payment History with its gateway, timestamp, amount, and status.
Step 8: Export Your Bookings
Click Export in the filter bar to download the current filtered booking set as CSV or XLSX.
The exported file follows this naming format:
bookings-export-{date}
The export contains:
- Booking ID
- Title
- Guest Name
- Guest Email
- Guest Phone
- Host Name
- Host Email
- Schedule Type
- Status
- Payment Status
- Start Date & Time
- End Date & Time
- Duration in minutes
- Location Type
- Location
- Timezone
- One additional column for each booking question and the guest’s answer
Exported times are converted to your timezone. CSV files include a UTF-8 byte order mark so accented characters display correctly when opened in Excel.
Key Functionality
Booking Statuses
| Status | Meaning |
|---|---|
| Pending | A payment or another booking step has not completed, or a host reschedule is waiting for guest approval |
| Confirmed | The booking has successfully completed and is confirmed |
| Cancelled | The appointment has been cancelled |
Bookings normally become confirmed automatically when the booking flow completes. The Approve Booking button appears only for bookings currently in Pending status.
Payment Statuses
| Status | Meaning |
|---|---|
| Not applicable | No payment applies to the booking |
| Pending | Payment has not completed |
| Partially paid | Part of the total has been paid and a balance remains |
| Paid | The payment has been completed |
| Failed | The payment attempt failed |
| Refunded | The payment has been refunded |
Partially paid is typically used for deposit bookings and is the status that makes the payment reminder action available.
Cancellation Is Host-Scoped
The cancellation action appears only when the logged-in user is the host of that booking. A booking hosted by somebody else must be cancelled by that host, or by an administrator from that host’s account.
Empty States Follow Your Filter
The empty-state message changes depending on the active filter. For example, an empty Upcoming view displays No upcoming bookings, while an empty Cancelled view displays No cancelled bookings.
Prerequisites
- Permission to read bookings for the workspace
- A plan that includes Booking Cancellation to cancel appointments from the admin side
- A connected payment gateway for payment-related actions to be meaningful
If your plan does not include Booking Cancellation, selecting the cancellation action opens an upgrade prompt.
Important Notes
- Manage Bookings contains hosted bookings. Appointments you personally booked elsewhere are available under My Bookings.
- Calendar view has no pagination. It loads bookings for the currently visible date range.
- Busy calendar days may show a +N more link when there are more bookings than can fit directly in the calendar cell.
- Export respects your filters. It exports the complete filtered set, not only the bookings visible on the current page.
- Mark as Paid does not charge a card. It records an offline payment such as cash, bank transfer, or an on-site card payment.
- Payment reminders have eligibility rules. They can only be sent for confirmed, partially paid bookings.
- Booking reminders are sent to the guest’s booking email. Check the email address shown on the booking if a guest reports that a reminder was not received.