Bookings

Bookings is the hub for managing your schedule. It gives you four views of the same booking data (list, calendar, resource calendar, and kanban), a shared toolbar for creating bookings and custom slots, real-time updates when anyone on your team makes a change, and access to booking-wide settings like workflow states and custom statuses.

Getting started

Navigate to Bookings > Bookings from the sidebar. The list view opens by default. Use the view switcher in the toolbar to switch between views.

How it works

Booking slots are generated from your schedules and represent the time windows customers can book. Each slot has a status (available, booked, blocked, cancelled, etc.) and, once a customer reserves it, is linked to a transaction. The four views all read and write the same underlying booking data — you're just looking at it differently.

Shared across views: the toolbar (create, cart, gear menu, view switcher, Range selector, date navigation), the booking drawer that opens when you click a slot, real-time updates via WebSocket, and the hub-level modals for workflow states, bulk actions, and booking slot settings.

Reference

Slot statuses

Custom statuses live alongside these built-ins and are managed from Booking slot settings. Slots with a custom status are exempt from autoblocking rules. Each custom status now has a Show on booking site option so you can choose how slots with that status appear to customers: Hidden (default — no change from before), Bookable (shown as a normal open slot), or Sold out (shown but not bookable, with an optional custom message and link). The staff calendar keeps your custom color and label in every mode; only what the customer sees changes.

About Incomplete bookings: these aren't a normal status you set — they happen when a booking's transaction fails to create properly. The slot stays stuck on booked but with no transaction_id. It's rare; if you encounter one, contact support to get the slot restored to a clean state.

Toolbar actions (shared across views)

Gear menu options

Bulk actions

Bulk actions apply one change to many slots at once. The Scope section in the bulk actions drawer decides which slots: Date range covers every slot of the chosen events between two dates (up to 30 days, with an optional time range), and Specific slots covers only the slots you pick on the calendar.

Each action keeps its own rules about which slots it changes, whatever the scope. Change slot status never changes booked, completed, cancelled, checked, expired, or requested slots, Change slot pricing skips booked, completed, and cancelled slots, and the two booking notice actions only change Available, Blocked, and Call to book slots. Assign staff and Add a booking note reach every slot. Available actions:

Workflow states

Workflow states drive the Kanban view's columns. Manage them from Gear > Workflow states.

Drag the state rows by the handle to reorder. Use the three-dot menu on any row for Edit or Archive. Archiving a state removes it from the Kanban view but keeps any historical assignments.

Booking slot settings

Opens from Gear > Booking slot settings as a right-side drawer. Four collapsible sections (only the first is open by default; each header shows a count or status badge):

• Default statuses: override the colors used for built-in statuses (Available, Booked, Completed, Blocked, Cancelled, Expired, Call to book). Each row shows a color dot, the status name, background color picker, and text color picker, with a reset icon if you've changed the default. The header shows "X modified" when any default has been overridden.
• Custom statuses: create your own statuses (e.g., "Checked in", "No-show"). Slots with a custom status are exempt from autoblocking rules. Each custom status has a Status name, Background color, Text color, and a Show on booking site toggle. When the toggle is on, a segmented picker offers Bookable ("Customers can book slots with this status, like a normal open slot.") or Sold out ("Slots show but can't be booked. Customers see 'Sold out', or the slot's custom message if one is set."). When the toggle is off, slots with that status stay hidden from the booking site — the default. Each status row in the list shows a badge for its mode: Hidden (default), Bookable (success), or Sold out (warning). The header badge shows the current count.
• Customer fields: rules for the built-in contact fields collected with every booking. Contains the Require phone number on staff-created bookings toggle (off by default). When on, the phone field is marked required on every internal booking and customer-edit form, the form blocks saves without a phone, and the server rejects the request too. Public booking pages are not affected; their phone rules still come from the booking site settings. The header badge shows "X required" when any rule is on.
• Internal booking fields: attach custom fields from Settings > Custom fields that staff fill in when creating a booking from the console. Drag to reorder, toggle Required per field. Does not affect the public booking site. The header badge shows the current count.

Click Save at the bottom to apply changes across all sections, or Cancel to close without saving.

Step-by-step guide

Create a booking

1. Click the Create new dropdown in the toolbar
2. Select Booking to create a reservation on an existing slot
3. Or select Custom time slot to create a one-off slot outside your regular schedule
4. Or select Custom resource slot to manually block out a resource for a specific time
5. Fill in the form and save

If internal custom fields are configured, an Additional info section appears between customer details and payment options. Required fields block submission; unchecked checkboxes are saved explicitly as "No".

If Require phone number on staff-created bookings is on in Booking slot settings, the phone field is marked with a red asterisk across every internal booking form. Staff cannot save without a phone number, and an inline error appears under the field. The rule applies to the calendar drawer, the kanban drawer, the legacy calendar page, the legacy bookings list, the new transaction page, and the customer-edit drawers used during booking and on the transaction details customer tab. Item-only and gift-card-only transactions on the new transaction page are unaffected because the rule only kicks in when a booking is in the cart.

Switch views

1. Click a button in the view switcher in the toolbar
2. Your selected view persists while you navigate between dates

Navigate dates

1. Use the Previous and Next arrows to move one day at a time (one week or one month at a time when the range is Week or Month)
2. Click Today to jump back to the current date
3. Click the date picker to jump to a specific date

Choose a date range

Every view has a Range selector next to the date controls. Each view offers the ranges that suit its layout.

1. Click Range in the toolbar
2. Pick a range. Week starts on the First day of the week set in your company group settings. Rolling 30 days always starts today. Custom range opens a date picker for up to 45 days
3. Use the arrows or the date picker to move through the weeks or months

Any range longer than one day shows booked slots only. A banner above the view says so, and Switch to day view to see all slots returns to the full day. Each view remembers its own range.

The Day range follows the New day starts at time in your company group settings. With it at 3:00 AM, Saturday's Day range covers 3:00 AM Saturday through 3:00 AM Sunday, so late-night events stay with the evening they belong to. At 12:00 AM (the default) a day is a calendar day.

Apply bulk actions

1. Open the gear menu and select Bulk actions
2. Pick an action from the dropdown
3. Fill in the action-specific fields (target status, value + period, note, etc.)
4. Under Scope, choose Date range and set the dates, or choose Specific slots and click Select slots on calendar
5. For specific slots, click each slot you want on the view (it shows a Selected tag; click it again to remove it), then click Done in the banner at the top
6. Click Update slots and confirm

Clear resource assignments and Create slots from a schedule work with a date range only. Specific slots takes up to 500 slots at a time, and switching Scope back to Date range clears your selection.

Picking slots for bulk actions never adds them to your cart, and your cart stays as it was.

Set up workflow states for the Kanban view

1. Open the gear menu and select Workflow states
2. Click Add state
3. Enter a Name, optional Description, pick a Color, and (optionally) an Icon
4. Click Create
5. Drag rows by the handle to reorder. Use the three-dot menu for Edit or Archive

Attach internal custom fields to bookings

1. Open the gear menu and select Booking slot settings
2. Expand the Internal booking fields section
3. Add fields from your custom fields library
4. Drag to reorder, toggle Required where needed
5. Click Save

Staff creating bookings from the console will now see these fields in the Additional info section of the booking form.

Require phone on staff-created bookings

1. Open the gear menu and select Booking slot settings
2. Expand the Customer fields section
3. Toggle Require phone number on staff-created bookings on
4. Click Save

From that moment on, every internal booking form marks the phone field with a red asterisk. Staff cannot save a booking without a phone number, and the server rejects requests missing a phone too. The public booking site is not affected.

Open a booking

1. Click on any booking slot in any view
2. The booking drawer opens with full details, notes, activity log, and actions (edit, reschedule, collect payment, add notes, cancel)

Go to the cart

1. Click the Cart button in the toolbar (shown only when the cart has items)
2. The cart page opens with the items you've added for checkout

Good to know

• Ranges longer than one day show booked slots only. Booked, completed, and requested slots appear, plus any slot with a workflow state or a signed waiver. Available, blocked, and cancelled slots without waivers only show in the Day range.
• A signed waiver never changes a slot's status. An open slot that someone signed a waiver on stays available (or call to book, blocked, or its custom status) and is booked and autoblocked like any other. The slot shows an orange N signed marker and stripe on the calendar, kanban and resource views, and the list and calendar have a Has waivers filter.
• The Day range follows your location's New day starts at time. Set it under company group settings and every Day view runs from that time to the same time the next morning. Week, Month and the longer ranges always use calendar days. Slots keep their real dates: a slot you create at 1:00 AM on Saturday's Day view is dated Sunday.
• All four views show the same booking data. Switching views does not filter or change anything; it only changes the presentation.
• Changes made by anyone on your team appear in real time via a WebSocket connection. You don't need to refresh the page.
• The Kanban view requires workflow states to be configured. Without them, you'll see an empty state. Other views work immediately.
• Custom statuses are exempt from autoblocking rules — both directions: a custom-status slot doesn't get auto-blocked by other bookings, and it doesn't trigger auto-block on other slots. By default a custom status is Hidden from the public booking site (matches the old behavior), but each custom status can be set to Bookable or Sold out if you want customers to see those slots. Use Bookable for internal labels that should still take bookings (e.g., "VIP", "Hosted"); use Sold out to keep your internal color coding while showing slots as sold to drive scarcity.
• Bookable custom slots can take real customer bookings but stay outside the event's Override rules. Resource capacity still protects them: once the underlying room or staff is fully taken, the slot shows as sold out and can't be booked. They behave as independent open times, not as part of "block all overlapping events" / "block events of the same type" rules.
• Internal custom field responses are hidden from customer-facing emails and downloadable invoices. Only responses customers enter themselves on the public booking site are shown to customers.
• Bulk actions never overwrite booked, completed, cancelled, checked, or expired slots, except for Change slot status and Assign staff — both reach every slot in the range regardless of status. The remaining bulk actions still only apply to Available, Blocked, and Call to book slots.
• Assign staff is additive, not replacing. Staff already assigned to a slot are kept; the action only adds the picked staff on top. Use it for "everyone on the Tuesday floor team gets attached to every Tuesday slot," not for swapping out who's assigned.
• Bulk range is capped at 30 days, matching every other bulk action. For longer horizons, run the action multiple times in 30-day chunks.
• The Change slot status picker now lists your active custom statuses alongside the built-in options. Only active ones appear — archived custom statuses are intentionally excluded. Configure custom statuses under Gear > Booking slot settings > Custom statuses.
• The Show / Hide schedule name and Show / Hide staff toggles in the gear menu persist per user.
• Require phone number on staff-created bookings applies only to internal booking flows (calendar drawer, kanban drawer, legacy calendar, legacy list, new transaction page, customer-edit drawers, and the customer tab on the transaction details page). Public booking pages use their own phone rules configured in the booking site settings.
• Item-only and gift-card-only transactions on the new transaction page are not subject to the required-phone rule because the rule only applies when a booking is in the cart.

FAQ

Q: Can I see more than one day at a time?

A: Yes. Use the Range selector in the toolbar. List and Kanban offer Week, Rolling 30 days, and Custom range. Calendar and Resource calendar offer Week and Month. Longer ranges show booked slots only.

Q: Which view should I use?

A: Most teams use the calendar view for daily operations, the list view for quick scanning, the resource calendar when managing room or staff assignments, and the kanban view for tracking bookings through a workflow. All four share the same data and actions, so you can switch freely.

Q: Can I use different views for different tasks?

A: Yes. Switch freely between views at any time. Your bookings, filters, and selected date carry over.

Q: Where do internal booking fields show up?

A: In the Additional info section of the booking form when staff create a booking from the console. Customers on the public booking site never see internal fields. Fields only appear if your admin has attached them in Booking slot settings.

Q: Are internal field responses included in customer emails and invoices?

A: No. Anything staff enter in Additional info is hidden from customer-facing emails and downloadable invoices. Only responses customers enter themselves on the public booking site are shown to customers.

Q: Can I show a slot with a custom status on the booking site?

A: Yes. Open Gear > Booking slot settings > Custom statuses, edit the status, turn on Show on booking site, and pick Bookable (slots can be booked normally) or Sold out (slots show but can't be booked, with the default "Sold out" label or a per-slot custom message). Hidden is still the default and matches the prior behavior.

Q: What happens to bookings when I delete a workflow state?

A: Archiving a state removes it from the Kanban view. Bookings that were assigned to that state return to the Unassigned column. Historical activity-log entries are preserved.

Q: Does Require phone number on staff-created bookings also affect the public booking site?

A: No. The setting only applies to bookings staff create from inside the console. Your public booking pages use their own phone rules set in the booking site settings.

Q: What happens if a staff member tries to save a booking without a phone number when the rule is on?

A: The form blocks the save and shows an inline error under the phone field. The server rejects the request as well, so a missing number cannot slip through even via direct API calls.

Q: Does the required-phone rule apply to gift card or merchandise sales?

A: No. On the new transaction page, the rule only kicks in when a booking is in the cart. Item-only and gift-card-only transactions are unaffected.

Q: Can I bulk-change booked slots?

A: No. Bulk actions only apply to available, blocked, and call-to-book slots. Booked slots must be modified individually through the booking drawer so you can handle refunds, rescheduling, and customer notifications properly.

Q: Can I bulk-apply a custom status (like "Maintenance" or "Private event") to a range of slots?

A: Yes. Open Gear > Bulk actions, pick Change slot status, and the status picker shows your active custom statuses below the built-in options (Available, Blocked, Call to book). Pick one, set the date and time range, and apply. Every slot in the range — including slots that already had a different custom status — updates to the chosen status with its color and label. Booked, completed, cancelled, checked, and expired slots are never touched. The custom statuses themselves are defined under Gear > Booking slot settings > Custom statuses; only active ones show up in the bulk picker.

Q: I changed a custom status in bulk and some slots didn't update. Why?

A: Slots that are booked, completed, cancelled, checked, or expired are protected from any bulk action by design. Open those slots individually through the booking drawer if you need to change them.

Q: How do I assign the same staff member to lots of bookings at once?

A: Open Gear > Bulk actions, pick Assign staff, search by name or email and add one or more staff (each appears as a removable chip), pick the events and the date range (up to 30 days, optionally with a time range), and apply. The picked staff are added to every matching slot, regardless of status. Anyone already assigned to a slot is kept — the action only adds.

Q: Will Bulk Assign staff replace who's already assigned to a slot?

A: No. It's additive only. Staff already on a slot stay; the picked staff are appended on top. If you need to swap one staff member out for another, open the slot's booking drawer and edit assignments individually.

Q: What's the difference between Bulk Assign staff and the automatic resource priority in Resource management?

A: Bulk Assign staff sets the staff badges shown on each booking time slot — it's a quick "who's working this shift" assignment. Resource Management auto-assigns resources (including staff resources) at booking time based on priority and availability. The two are independent: bulk-assigning a staff member doesn't change the event's resource configuration, and resource auto-assignment doesn't show up as a bulk-assigned staff chip.