Manage your bookings

Every booking a visitor sends lands in Bookings, in the editor menu below Users. Each one gets a number, like #12, and a place on the date they chose.

The inbox

The tabs follow what you do next:

Tab	What is in it
New	Bookings you have not looked at yet. The number beside the tab counts them.
Waiting for payment	Bookings you confirmed that are not paid yet.
Paid	Bookings you marked as paid.
Closed	Bookings you cancelled or marked as refunded.
All	Everything.

Use the Form box to look at one form, and the search box to find a booking by name, email or number (type # and the number). Search never looks inside private answers. The line under the title says how many bookings are new this week. Show more loads older ones.

Click a booking to open it. Use Back to bookings to return to the list.

Open a booking

You see every answer, the date they booked in bold, and a Note only your team can see. Email addresses open your mail app, and phone numbers written with a country code link to WhatsApp.

The line at the bottom tells you what happened with the emails, for example: confirmation emailed to the customer, you were emailed. If an email could not be sent, it says so, and the booking is still saved.

Confirm, mark as paid, cancel

The buttons depend on the status:

• Confirm moves a New booking to Waiting for payment. Use it once you have checked their date.
• Mark as paid is for when the money has reached you by PayNow or bank transfer. Bookings do not take card payments, so you mark the payment yourself.
• Mark as refunded appears on a paid booking. Nothing is refunded automatically. Return the money yourself, then mark the booking.
• Cancel booking frees the place so someone else can book it.
• Reopen brings a cancelled or refunded booking back to New. The place is taken again. If the date has filled up since, Reopen is refused and says so.

Confirm and Mark as paid do not send an email. The customer already got a confirmation when they booked. If you type a note and then change the status, the note is saved with the change.

Tell the customer when you cancel

When you click Cancel booking, a box asks whether to Email the customer that this booking is cancelled. Tick it to send the email, and add an optional message, such as a new date on offer. If the form does not ask for an email address, the box says so and you need to tell the customer yourself. Cancelling a booking that is already cancelled sends nothing more.

Private answers: Show and Hide

Questions marked sensitive, like a passport number or a passport photo, show as Hidden with a Show link. Click Show to see one answer. Click Hide to hide it again. Each time someone shows a private answer or opens a private file, the app records who did it and when. It does not record the answer itself.

You choose which questions are sensitive in the form builder. See Privacy and spam protection for bookings.

Photos and files

A photo shows as a small picture with an Open link. Click Open to see it full size in a new tab. You need to be signed in as a team member. Files are never attached to emails.

Export to a spreadsheet

1. Click Export CSV at the top of Bookings.
2. Choose the Form.
3. Leave Include sensitive fields unticked, unless you really need them. Private answers then show as four dots.
4. Click Download CSV.

You get a spreadsheet file with one row per booking: the booking number, status, when it was made, every question, and your note. A file holds up to 5,000 bookings. If there are more, the file says it holds only the first ones. If you tick Include sensitive fields, the app records that the export was made.

Delete a booking for good

Use this when someone asks you to delete their data.

1. Open the booking.
2. Click the ... button at the top right, then Delete for good....
3. Click Delete for good to confirm.

The answers and any photo or file are removed and cannot be brought back. The place is freed. This is separate from Cancel booking, which keeps the booking in your list.

Bookings are also deleted on their own after the period you choose under Data retention. See Privacy and spam protection for bookings.

Common questions

The inbox says "Make your booking form" or "Publish your form to start taking bookings". You have no form yet, or none is published. The button takes you to Forms.

A booking shows no name. The name comes from questions called first name, last name or name. If your form uses other words, the booking shows its date and form instead.

Can my AI assistant read the bookings? Yes, if you switched on AI access for the app. It can list and read bookings, change their status and export a CSV. It cannot delete a booking, email a customer when cancelling, or show a private answer in a booking. A CSV file it exports hides private answers unless it asks for them, and the app records that.