A booking is one person booked on one service variant at one time. It is created from a cart, at the POS or on the service's public booking page, and managed from Bookings in the sidebar. To change its time, use Reschedule on the booking page.
Booking at the desk
Open the POS and the Services tab. Tap a service. The dialog has the staff picker ("Any staff" or a specific person, when the service allows a preference), the variants with duration and price, a calendar, and the time slots for the chosen day. Slots that aren't available show greyed out. For a shared service or a class, a stepper sets the number of guests, and the slot shows how many spots remain. Press Add to Cart.
Bookings need a customer; checkout sends you to assign one if the cart has none. Then check out as usual. See Checkout and payments. A booking for three guests becomes three bookings, one per person, on the same order.
Booking online
Each Public service has a booking page. The customer picks the variant under "Select Option", optionally "Choose Staff (Optional)" with "Any available", then "Select Date" and "Select Time" (each slot shows how many are left), the "Number of Guests" for shared services and classes, and presses Add to Cart. They pay in the cart and get "Your booking at …" by email with the details and an "Add to calendar" link. See Setting up services for the page's address.
The calendar, table and booking page
Bookings opens a week calendar of every booking, Monday to Sunday in your organization's time zone, with arrows for the previous and next week and month, Today, and a calendar button to go to a date. An exclusive booking shows its customer; a shared session shows the service, its staff and how many seats are sold out of its capacity. Bookings that overlap sit side by side. When no service is chosen, a day's short sessions (45 minutes or less) of one service collapse into a single chip above the grid with the seats sold; click it to show that service's sessions one by one. The header filters by service and by resource; with one resource chosen, its blocks are drawn as bars around its bookings.
The view toggle in the header switches to the table: a searchable list with "Code", "Customer", "Service", "Date", "Time", "Resources", "Status", and "Check-in status" columns and filters for service and resource. It lists today's and later bookings first, soonest first, then the earlier ones. A booking a guest can be checked in to has a Check in button in its row. Click a booking in the calendar for a panel: a single booking's details with Check in, or a shared session's guests with seats sold, each guest's menu, and check-boxes to check several in at once. A guest's menu has Reschedule… beside the check-in actions while the booking hasn't ended and has no check-in or no-show mark; class bookings can't be rescheduled and have Transfer… instead. Click a name or "View booking" for the full page. Checking in several guests skips bookings that have ended; check those in one at a time from the guest's menu.
A red dot on a booking or chip that hasn't ended means it lacks a resource its service needs: it was booked before the service needed that resource, or the resource was archived or made inactive since, or a group it needs has no active resource left. Its panel says which resource and why. When every missing resource is free, Assign gives them to the booking. When another booking or a block holds one, the panel says until when (or, if only the service's buffer after the booking clashes, from when); move one of them or free the resource, then assign it. When a single booking's resource is held by another booking or a block, its panel has Choose another time… to reschedule it to a time when the resource is free. An archived or inactive resource, or a group with none active, has to be switched back on, or removed from or replaced on the service.
The booking page's header shows the guest, the status, the order's payment status, and the session's time and service; click the time to open the session's panel. Check in sits beside the menu while the guest can be checked in. The status badge reads the situation: "Upcoming", "Starting soon" (within 30 minutes), "In progress", "Checked in", "Completed" (checked in and ended), "No-show" (marked as one, or ended without a check-in), or "Cancelled". A booking is finished when it ends; there is nothing to check out. The page lists the confirmation code (it starts with "APT-"), variant, guests, date, time, when it was booked, duration, assigned resources, total, and a "Note" field that saves as you click away.
The More menu holds the actions:
- Check in when the guest arrives, or No-show when they don't. Either can be switched to the other, and Clear mark undoes it. A booking that ended without a check-in is already a no-show, so once it has ended a no-show mark has nothing to clear; checking it in afterwards makes it "Completed".
- Reschedule, described below, while the booking hasn't ended and has no check-in or no-show mark.
- Transfer… on a class booking, to another session of the class; see Transferring.
- Cancel booking, described below. A no-show can still be cancelled.
Cancelling can't be undone, and a cancelled booking's attendance can't be changed. The dashboard points out bookings that started more than ten minutes ago without a check-in, with "Check in" and "No-show" shortcuts.
Viewers see the calendar and the panel's list of missing resources but don't get these actions, the panel's check-in, Assign or rescheduling, or the dashboard shortcuts, and can't edit the "Note"; they need the Member role or above.
Cancelling
Cancel booking asks for an optional reason and shows the fee from the service's cancellation policy, with Cancel without applying fees to waive it. Cancelling voids the booking's lines on the order, including its add-ons, adds a "Cancellation fee" line if one applies, and frees the slot. A customer with an email address gets "Your … booking has been cancelled"; removing a booking in an order edit sends no email. Cancelling doesn't refund, so refund from the order yourself. See Cancellation policies, Payments and refunds and Emails SERVOS sends.
Customers can't cancel or reschedule from the guest portal. They see the booking, its cancellation policy, and your contact details there, with "Add to calendar".
Rescheduling
Reschedule opens the service's calendar for the booking's variant. The booking's current day is underlined and its current time is marked in blue; its own time counts as free, so you can move it to an overlapping time. Pick a new time and press Move; the booking page opens on its new time. The calendar's panel opens the same calendar from Reschedule… in a guest's menu, and from Choose another time… when another booking or a block holds a resource a single booking needs.
The new time gets the same checks as a booking made at the POS: the opening hours, the slot times the service offers, space left (other carts holding the time count), and the staff and spaces the service needs. If anything is taken, nothing moves and you see why. The time must be in the future and within a year. The online booking cut-off and sales windows don't apply.
The booking keeps its variant, price, guest and order. It takes whichever staff and spaces are free at the new time, the one the customer asked for first. A customer with an email address gets "Your … booking has been moved" with the old and new time.
Common questions
The customer wants a different time. Use Reschedule on the booking page, or, for a guest in a shared session, Reschedule… in their menu in the calendar's panel. The price and order stay as they are.
The customer wants a different variant. Cancel the booking (waive the fee if you like) and book the new variant at the POS on the same customer. If the original was paid, the cancelled line leaves the order overpaid; the new booking on a fresh order is paid separately, or you refund the old one.
Can I make a booking without taking payment? Yes. Book it at the POS and choose Mark as unpaid at checkout. Collect later from the order.
The calendar is empty but the table has bookings. Check the service and resource filters in the header: the calendar shows only bookings of the chosen services, and only those holding the chosen resource. Clear them to see every booking that week.
Does the customer get a reminder? No. They get the confirmation when the order completes, and nothing before the booking.
Two customers want the same shared slot at the same time. Add both to one cart with the guest stepper, or book them separately; a shared slot takes bookings until its capacity is used up.
