Everything you need for day-to-day booking management lives in two tabs: a calendar for seeing your schedule, and a bookings list for finding and acting on individual bookings. From either one you can book on a customer's behalf, move someone to a different session, or cancel — with credits, refunds and the waitlist handled for you.
Where to Find This
Services → Bookings → View Calendar tab (your schedule) and Services → Bookings → All Bookings tab (the full list).
Both tabs unlock once your Google Calendar is connected — see Connecting Google Calendar.
Seeing Your Bookings
The Calendar
The View Calendar tab shows your open availability and your confirmed bookings side by side:
- Booked sessions stand out with a ✓ tick in front of the name — open availability slots have no tick.
- Each location gets its own colour, and the same location always uses the same colour, so you can scan a busy week at a glance.
- Use the calendar picker above the calendar to show or hide individual locations.
Switch views with the buttons in the toolbar, and move through time with ◀ Previous, Today and Next ▶:
- Week — your day-to-day schedule, best for planning the week ahead. Click any day to list its bookings below the calendar.
- Month — the big picture. Click any date to see that day's bookings in a list below the calendar; click Clear to hide it.
- Day — a single day, hour by hour, with that day's bookings always listed below the calendar.
The list below the calendar shows each session's time, event and location; click a row to open its details.
The All Bookings Tab
The All Bookings tab lists every booking across all your sessions — the view that answers "show me all of Alice's bookings" or "who's in on Thursday?". It opens showing Upcoming, Confirmed bookings. Each row shows the date and time, who's attending, the account email, the service, how it was paid (Plan, Credit, Admin or Comp) and its status.
Narrow the list with the controls along the top:
- A date range dropdown — Upcoming, Today, Next 7 days, Past 30 days or All dates
- A status dropdown — Confirmed, Cancelled or All statuses
- A service dropdown
- A search box (search by child, customer or plan)
Long lists are split into pages — use the arrows below the table to move through them.
A booking that has been moved to a different session shows a Moved badge — hover over it to see the reason. Past sessions are history: their Move and Cancel buttons are switched off once the session has started.
Opening a Session's Details
Click any session in the calendar to open its details. For a group session you'll see:
- Start and end time, location and the services it offers
- Capacity — available spots, maximum capacity and current bookings, plus a Fully Booked badge when it's full
- Bookings — everyone booked on, one row per attendee, each with how they paid and its own Move and Cancel buttons, plus an Add attendee button to book someone straight into this session
- Waitlist — the queue for this session, if anyone is waiting
- A View in Google Calendar link
This is where family bookings shine: if two siblings are booked by the same parent, each child has their own row, so you can move or cancel just one of them.
Booking on a Customer's Behalf
Take phone bookings, walk-ins and goodwill make-ups without asking the customer to do anything. Start from either place:
- On the All Bookings tab, click Add booking.
- In a session's details, click Add attendee to book straight into that session.
- 1
Find the customer
Search by name or email, then pick the customer. If they have profiles set up (children, pets, students), a Who is this for? choice appears — pick who's attending.
- 2
Choose the session
Pick a session from the list — use the from and to dates to narrow it. For appointment-style services, choose the service first and then pick a free time slot.
- 3
Choose how it's paid
Under Billing, pick one:
- Use their plan or credits — counts against the customer's normal allowance, exactly as if they'd booked it themselves.
- Complimentary — books the session free without using any of their allowance (make-ups, goodwill).
- 4
Add a note and confirm
Add an optional Note (for example, "booked by phone"), then click Add booking. The customer receives a booking confirmation email.
The session list only shows sessions the chosen attendee is eligible for. Tick Override eligibility rules to book outside a session's rules — for example putting a younger sibling into an older age group. The choice is recorded on the booking. Full sessions can't be overbooked this way — you'll see a message that the session is full.
Moving a Booking
To move someone to another session of the same service — a swap or a make-up:
- Find the booking on the All Bookings tab and click Move, or open the session in your calendar and move them from its Bookings section.
- Pick the Target session — use the from and to dates to narrow the list.
- Leave Notify the customer on to send them a "your session has moved" email, and add an optional Reason (for example, "make-up for missed session").
- Click Move booking.
The booking itself is simply updated — the customer's plan or credits are not affected, and if anyone was waiting for the session they left, the freed spot is offered to the waitlist automatically. The booking then shows a Moved badge in the list.
The target list is filtered to sessions the attendee is eligible for, and Override eligibility rules works here too — handy for moving a child up a group. If you move a booking into a different week, you'll see a note that a weekly plan allowance counts it in the new week.
Rescheduling a Whole Session
If an entire class needs to shift — a location change, a coach off sick — drag the session block to its new time in the View Calendar tab. Everything moves together: every booking follows the session, reminders are updated, and each attendee gets one reschedule email.
Only whole sessions can be dragged this way; individual bookings snap back (move those with the Move button instead).
Cancelling Bookings
One Booking
Click Cancel on the booking — on the All Bookings tab or in the session's details — and confirm. The dialog gives you two choices:
- Notify the customer (on by default) — sends a cancellation email.
- Return the session credit — shown for credit-funded bookings only; adds the credit back to the customer's pack so they can rebook. Plan bookings refund their allowance automatically, so there's nothing to choose.
Cancelling frees the spot, stops any queued reminders, and offers the freed spot to the waitlist automatically.
Several at Once
On the All Bookings tab, tick the bookings you want, then click Cancel selected…. You get the same notify and credit choices, applied to every ticked booking.
When Customers Cancel
Your customers can cancel their own bookings too, and the same machinery runs: the spot is freed and offered to the waitlist.
- A single session — no money is refunded for a single session. Whether the customer gets a rebookable credit back is your choice per plan: the Reissue credit when a single session is cancelled setting in the plan's cancellation settings.
- A whole pack — when a customer cancels an entire session pack, every remaining session is cancelled at once, any reserved-but-unbooked spots are released, and a refund is issued automatically according to the plan's Whole-term refund policy: No refund, All remaining sessions, or Remaining outside the cancellation window — priced at the same per-session rate they paid. No per-session credits are handed back; the refund settles it.
Both settings live in each plan's Cancellation settings — open the service from the Booking Management Overview and go to its Pricing & access section — see Plans & Booking Quotas.
Running the Waitlist
When a group session is full, customers can join a waitlist so they're first in line if a spot opens up. The waitlist is available on the Standard and Pro plans, and it's on by default for group services — you can switch it per service with Offer a waitlist when sessions are full in the service's booking settings. One-to-one services don't use it.
What Happens Automatically
On your booking page, a full session shows a Join waitlist button instead of a booking button, and customers are told their place in the queue. Whenever a spot frees up — any cancellation, yours or the customer's — the next person in the queue is emailed a link to claim it. If the session needs payment, they're taken to checkout first; if they decline or the offer expires, the spot passes to the next person.
Each offer is held for 12 hours by default. You can change this per plan with the Waitlist hold setting in your plan's booking rules.
Keeping an Eye on It
You can see who's waiting in two places:
- Whole calendar: a Waitlist panel below the calendar in the View Calendar tab lists everyone waiting, grouped by session.
- One session: the Waitlist section in a session's details shows just that session's queue.
For each person you'll see their position, name and email, how many spots they want, and their status (waiting, offered with its expiry time, claimed, and so on).
Offering a Spot Manually
You don't have to wait for a cancellation. Next to anyone with a waiting status, click Offer spot to email them a claim link straight away — handy if you decide to add capacity to a session. If the session doesn't have enough space for their request, you'll be asked to confirm before overbooking it.
Spots are offered automatically whenever a booking is cancelled, so you usually don't need to do anything. Use Offer spot only when you want to invite someone in early.
Managing in Google Calendar
Every booking also appears in your connected Google Calendar — each location has its own calendar there — so you can see appointments alongside your personal schedule and get reminders. Changes you make directly in Google Calendar flow back:
- Drag an event to a new time — the booking is updated and the customers are emailed about the change.
- Delete an event — the bookings on it are cancelled and the customers are emailed.
- Add or remove an existing customer's email in an event's guest list — they're booked in or cancelled accordingly. The email must belong to someone with a customer account on your site; unknown addresses are ignored.
Google Calendar works well for quick changes, but some things only the All Bookings tab and session details can do: moving or cancelling one child from a family booking (siblings share a single guest entry in Google Calendar), complimentary bookings, returning credits, eligibility overrides, and the waitlist. For anything beyond a simple time change, work in the app.
If your Google Calendar connection expires, new bookings won't appear there until you reconnect — go to Services → Integrations tab and reconnect Google Calendar.
Tips for Managing Bookings
Check the calendar each morning Open the View Calendar tab in Week view to see the day's sessions and how full each one is.
Work from the All Bookings tab for individual customers When a parent emails about one booking, the search box finds it faster than scanning the calendar.
Handle cancellations promptly The sooner you cancel, the sooner the spot is offered to the waitlist or opens up for new bookings.
Use Complimentary for goodwill A free make-up session books in seconds and never touches the customer's allowance.
Related Articles
- Using Calendar Preview - Check your availability schedule before going live
- Connecting Google Calendar - Setup and troubleshooting
- Plans & Booking Quotas - Which plans can book each service, session allowances, refresh cycles, shared quota pools, plus cancellation and refund settings
- Account Profiles - Child, pet and student profiles and eligibility rules