Managing Bookings

Every booking lands under Scheduling then Bookings. This is your single view across every session type: who booked, what session, when it is happening, where it happens, the status, and how much they paid. It is also where you move a session, cancel one, or refund it.

Where bookings live

1. Go to Scheduling in your dashboard sidebar.
2. Click Bookings.

The page opens on your Confirmed bookings, ordered Upcoming first, so the next session you have is at the top and history follows underneath.

What each booking shows

Each row includes:

• Customer. The client's first name, last name and email address.
• Product. The session type they booked.
• Session Time. The date and start time, with the end time below it.
• Location. Where this session happens, exactly as your client was told. A session carrying its own location shows a small This session only note underneath.
• Status. Where the booking is in its life, plus a chip if any money has been refunded.
• Total. What the client paid, in your account currency.
• Date. When the booking was created.
• Questionnaire. An eye icon if they answered your questions.

Ordering and filtering

Order

The Order dropdown at the top of the page decides which end of your calendar the page answers from:

• Upcoming first. The next session, then the one after. This is the default.
• Recently booked. What came in most recently.
• Latest session first. The furthest-out session at the top.

Search

Use the search box to find a specific booking by customer name, email or session type. It updates as you type.

Filters

Click Filters to open the panel.

Booking Status narrows to one of All Statuses, Reserved, Confirmed, Canceled or Payment Failed.

Session date narrows by when the session happens, not by when it was booked. Use a preset (Today, Next 7 days, Next 30 days, Past) or type your own from and to dates. Leave either box blank for an open end, so "everything from Monday onwards" and "everything up to today" are both easy.

Click Apply Filters to close the panel, or Clear Filters to reset. Active filters appear as small badges above the table, with Clear all beside them.

Search, status and dates all work together. Set the status to All Statuses and search a client's email to see every session they have ever booked from you.

Booking statuses

Reserved

The client picked a slot and is in checkout. The slot is held for 15 minutes. Finish paying and it becomes Confirmed. Abandon it and the slot is released.

Confirmed

Payment went through, or the session was free. The client has their confirmation and the calendar invite. This is what you will be looking at most of the time.

Canceled

The session was called off, by you or by your client, or the held slot timed out. The time goes back on sale.

Payment failed

The client reached the payment step and the charge did not complete. The slot is released.

Actions on a booking

Click the ... menu at the end of a Confirmed row. You get:

• Join video call. Only shown while the room is actually open, for sessions set to happen on your site.
• Set location
• Reschedule
• Refund
• Cancel session

Reserved, cancelled and failed bookings have no menu, because there is nothing left to do to them.

Setting a location for one session

Sometimes one session is different: you are away, or this particular client is coming to the studio instead of dialling in. Set location overrides the location on the session type for that one booking, without touching anything else.

1. Open the ... menu on the booking and click Set location.
2. The dialog tells you what the client is being shown right now, and whether that comes from the session type or from this booking.
3. Choose Use the service's location to fall back to the default, or pick Online (meeting link), In person (address) or the on-site video call and fill in the detail.
4. Click Save location.

Your client sees the new location in their confirmation, their reminders, their calendar entry and their account. Rows carrying their own location are marked This session only in the Location column, so you can tell at a glance which sessions would not follow a change to the session type.

Rescheduling a session

When a client asks to move, do it here rather than cancelling and rebooking. Rebooking loses the price they paid, their questionnaire answers, and their calendar entry.

1. Open the ... menu on the booking and click Reschedule.
2. The dialog names the client and the session type, and reminds you what time it is currently booked for.
3. Pick a new time. Free slots are grouped by day, and only slots on the same session type are offered, since a session cannot be moved onto a different one at a different price.
4. Click Move session, or Keep the current time to back out.

What a reschedule sends

Both you and your client are re-invited. The new invitation replaces the entry already sitting in both of your calendars rather than adding a second one, so the old time is freed and nobody ends up with two entries for the same session. It is a full confirmation, not a bare note: the new date and time, the session type, the amount paid, and where the session happens all travel with it, along with a fresh calendar file and add-to-calendar links.

It is worth knowing that this happens automatically, because a coach who expects silence tends to warn the client separately, and then the client gets two messages saying the same thing.

The old slot goes back on sale straight away.

If someone takes the slot in the seconds between you seeing it and clicking, you are told so and can pick another without closing the dialog.

Cancelling a session

If you are ill, or the client needs to back out, cancel the session properly rather than just emailing.

1. Open the ... menu on the booking and click Cancel session.
2. Read the consequences, which are shown in the dialog.
3. For a paid session, decide about the money. Refund to the client is ticked by default, and the note under it tells you what unticking means: the session is still cancelled and the client is still told, but no money is returned. Free sessions show no refund control, because there is nothing to return.
4. Add an Internal note if you want a record of why. This is kept on your refund record for your own reference, and your client never sees it.
5. Click Cancel session, or Keep the session to back out.

Cancelling emails your client a cancellation and withdraws the entry from both calendars. The time goes straight back on sale, so somebody else can book it. This cannot be undone.

Refunding without cancelling

Refund returns money on its own, which is what you want when the session went ahead but you agreed to give something back. Open the ... menu and click Refund.

• The Amount starts at everything still refundable, and you can lower it for a partial refund.
• Pick a Reason for your own records: Requested by customer, Duplicate charge, Fraudulent, Goodwill or Other.
• Free the session slot puts the time back on sale.
• Cancel the coaching session calls the session off as well. A full refund already does this, so tick it only on a partial refund, or when you have unticked Free the session slot above.

Refunds show as a chip in the Status column, so you can see at a glance what has already been returned.

Viewing questionnaire answers

If you added a questionnaire to a session type, the answers are attached to the booking so you can prep before you meet.

1. Find the booking in the table.
2. In the Questionnaire column, click the eye icon.
3. A window opens showing each question with the client's answer.

If a booking has no answers you will see None in that column instead. Your reminder email also carries the answers, so they arrive in your inbox before the session without you opening the dashboard.

Automatic reminders and calendar invites

You do not have to chase anyone. TribeNest emails both you and your client automatically, and nothing needs setting up.

• On booking, your client gets a confirmation with the date, time, amount, where the session happens, a calendar file attached, and Add to calendar links for Google Calendar and Outlook. Apple Calendar and desktop mail apps open the attached file. You get your own copy with the client's details.
• Before the session, reminders go out at 48 hours, 24 hours, 1 hour and 15 minutes before the start, to both of you. Yours repeats the questionnaire answers.
• On a cancellation, both of you get a notice and the entry is withdrawn from your calendars.

If a booking is cancelled, or the payment never completed, no reminders go out.

Your availability calendar also keeps itself up to date. Booked slots disappear for everyone else, and slots held during an abandoned checkout come back on their own.

Pagination

If you have more bookings than fit on one page, use the page controls at the bottom to flip through. The current page, page size and total are all shown.

Tips

• Leave the order on Upcoming first. It answers the question you actually open the page with.
• Use the Past preset for a look back. Combined with All Statuses it is the quickest way to review a month.
• Reschedule instead of cancelling whenever the client still wants the session. They keep their price, their answers and one clean calendar entry.
• Set a cancellation policy if you are handling a lot of change requests by hand. Clients can then move themselves. See creating a coaching product.

Where to go next

• Adjust the schedule those bookings are hitting in setting availability.
• Update the price, duration, location or policy in creating a coaching product.
• See what your clients can do for themselves in how clients manage their own sessions.
• Track payouts across coaching, store and memberships under operations.