Rescheduling or archiving a booking

To reschedule, drag the booking in the calendar and confirm the new time; you can still “Undo” it right after. A cancelled booking is archived with a reason: it leaves the calendar but stays in “Bookings”.

The owner, “Full access” and “Manager” can move and archive any booking; a “Master” — their own. A client can’t move or cancel a booking themselves: they contact you, and you change it in the calendar.

How to do it

Reschedule a booking

1. Drag the booking in the calendar to the new time.
2. In the “Reschedule booking” window, check “Previous Time” and “New Time”.
3. Click “Confirm Reschedule”.
4. You’ll see “Booking rescheduled”. If it was a mistake, click “Undo”.

To change the date, the time or the specialist without dragging, open the booking → “More” → “Edit” and click “Save Changes”. That is also how you reschedule on a phone.

Archive (cancel) a booking

1. Open the booking → “More” → “Archive”.
2. In the “Archive booking” window, pick a reason: “Cancelled”, “Cancelled by customer”, “Cancelled by staff”, “No-show” or “Invalid booking”.
3. Click “Archive booking”. “Keep booking” closes the window without changes.

What happens: the booking becomes “Declined” and leaves the calendar, and its time is freed. The window puts it this way: “The slot is freed. The booking stays in Bookings with the reason you pick.” In “Bookings” it carries the note “Cancelled bookings are removed from the calendar; the record stays here for history.”

• An archived booking can’t be put back in the calendar — create a new one.
• If the booking was paid, a refund appears in “Finance” (see Payment in a booking and refunds).
• On Basic, an archived booking still counts towards the 30 bookings a month.

Telling the client and colleagues

The “Reschedule booking” window has a “Send Notification” switch. While it is greyed out with the hint “Sending the client an SMS about the new time is coming soon.”, tell the client about the new time yourself — the booking card has a “Call client” button.

A staff member with their own CRM sign-in gets a bell notification — “Booking rescheduled”, “Booking cancelled”, “A booking was handed over to you” or “Your booking was handed over to another staff member” — when someone else changes their booking.

If something goes wrong

“Can’t move a booking to a date that has already passed”

A booking can be moved only to today or a future date. Pick another date.

“Time conflict!”

At the new time the specialist already has a booking, a break or time off. What to do: Time conflicts, breaks, days off and time off.

I dragged a booking to the wrong place

Right after the move, click “Undo” in the “Booking rescheduled” message. If the message is gone, move the booking again or change the time in “More” → “Edit”.

I can’t find a cancelled booking

Archived bookings leave the calendar. Find them in “Bookings”: “Filters” → status “Declined” (see The Bookings section).

A client wants to move or cancel the booking themselves

Clients can’t do that: ask them to message or call you. There’s a separate article for clients: How to cancel or reschedule your appointment.

Related articles

• The calendar: views, new bookings and edits
• Booking statuses and payment statuses
• Time conflicts, breaks, days off and time off in the calendar
• The Bookings section: all visits, filters and change history
• Payment in a booking and refunds to a client