Managing your ScheduleOnce bookings
The Activity stream is a central hub from where you can manage all of your booking activity. The high-performance Activity stream provides advanced functionality for filtering and searching, giving you quick access to the information you require. You can locate specific activities with free text search, and easily view daily meetings, upcoming meetings, and booking requests. You can also create custom filters, which can be saved for easy access.
When viewing a specific activity, you will be able to view related activities, such as payments, rescheduled meetings, and cancellations. You can also perform actions such as reassigning a booking or requesting a reschedule. You will have full insight into your organization’s bookings and be able to manage all activities easily in one place.
Executing actions on your bookings
All bookings follow a lifecycle. Depending on which phase of the lifecycle a booking is in, its scheduling status changes, as do the scheduling actions available to you. Learn more about Booking lifecycle phases
Below each user action is discussed:
Responding to a Booking request
When you are using Booking with approval mode and a Booking request is submitted, you will receive an email with suggested meeting times selected by the Customer. In the Activity stream the booking will be in the Requested status.
You can choose to:
- Approve the request and schedule the booking
- Request the Customer to submit new times
- Cancel the Booking request completely
Requesting a reschedule/canceling a booking
You can choose to cancel bookings, or request that Customers reschedule bookings which are in the Scheduled, Rescheduled, Completed, No-show, Canceled status. Depending on whether the Booking page via which the booking was made is linked to Event types or not, the actions available to you in the Activity stream will change.
If the Booking page on which the booking was made is NOT linked to Event types you have the option to either:
- Cancel the booking and request reschedule
- Cancel the booking
If the Booking page on which the booking was made IS linked to Event types you have the option to:
- Cancel the booking and send a reschedule request for the same Event type
- Cancel the booking and send a reschedule request for any Event type
- Cancel the booking
Note: If you are using our Payment integration, you can choose to issue a manual refund
Reassigning a booking
Booking reassignment lets you reassign bookings from one team member to another. This is useful if a team member is sick or if a different team member is better able to serve a specific customer.
Booking reassignment is available to Users connected to Google calendar or not connected to any calendar. To reassign a booking, you simply go to the Activity stream and select Reassign booking from the action menu. Learn more about reassigning a booking
Tracking and reporting of no-shows
When an activity has passed its scheduled time, the status of the activity is automatically set to Completed. If your Customer did not attend the meeting, you can change the Completed status to No-show.
To change the status to No-show:
- Select the Completed activity from the Activity stream.
- In the Booking details tab, on the right hand side of the activity, click Set to No-show.
Note: You cannot change the status back to Completed, so please be sure you want it marked as No-show.
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