Bookings
A booking is an appointment a customer makes for themselves through a booking link. Calendar → Bookings, or Bookings in the Calendar app's top bar, lists them. Anyone who can use the calendar can open it.
Open in Clockwork CRMEnter your Clockwork CRM address at the top of the page to open this in your Clockwork CRM.
Whose bookings you can see
The list shows your own bookings. A line manager can also see the bookings of the people they manage, and an administrator can see everyone's.
When you can see more than one person's bookings, Whose bookings chooses between Anyone, which lists them all together, Me, and each person by name.
Filtering the list
| Control | What it does |
|---|---|
| Search bookings... | Finds bookings by the customer's name, a service, a resource, the staff member's name or the booking link's name |
| When | Limits the list to All dates, Today, This week (Mon-Sun), Next 7 days, Next 30 days, Next 90 days or Custom range. Custom range shows Between to pick the start and end dates |
| Whose bookings | Whose bookings are listed. See Whose bookings you can see |
| Showing | Upcoming, Past, Completed or Cancelled |
You can also filter the list to show past or future bookings:
| Showing | What it lists |
|---|---|
| Upcoming | Bookings that have not started yet, soonest first. Cancelled bookings are left out |
| Past | Bookings that have started, most recent first. Cancelled bookings are left out |
| Completed | Bookings recorded as having happened |
| Cancelled | Bookings that were cancelled |
Your Showing and When choices are remembered on that browser. The list shows 20 bookings a page, with page controls underneath when there are more.
The columns
| Column | What it shows |
|---|---|
| When | The date, and the start and end times |
| Customer | Who booked. A cancelled booking shows Cancelled, and a booking waiting for the customer to pay shows Awaiting payment. No contact recorded means there is no contact on the booking |
| Services | The services booked, each with its colour |
| With | The staff member delivering them |
| Booking link | The link the booking was made through |
| Price | What the booking costs, or Free. Under the price: Paid, the deposit paid, Refunded, or the amount paid when part was refunded |
| Completed | When the booking was completed, and by whom. Automatically means it completed itself when it ended. Not yet means it has ended but has not been completed |
Working with a booking
Double-click a booking, or use the menu (the three dots) at the end of its row:
| Action | What it does | When it appears |
|---|---|---|
| View booking | Opens the booking's details | Always |
| Open this day | Opens the calendar on the booking's date | Always |
| Move booking | Changes the booking's day and time | Unless the booking is cancelled |
| Mark as complete | Records the appointment as having happened | When the booking is confirmed and not yet completed |
| Cancel booking | Cancels the booking | Unless the booking is cancelled or has already ended |
Viewing a booking
View booking shows:
| Part | What it shows |
|---|---|
| Status | Confirmed, Awaiting payment, Completed, Not completed (it has ended but has not been completed) or Cancelled |
| When | The date and time, when it was moved from if it has been moved, and when it was completed and by whom |
| Arranged | When the booking was made, and the time zone it was booked in |
| Customer | The customer. Contact deleted means their contact record has been deleted |
| With | The staff member, and the booking link it came via |
| Services | Each service's name, time, resource and price, with the Total and what has been paid online |
| Customer's booking page | The page where the customer can change or cancel their own booking. Copy link copies it, so you can send it to them |
A cancelled booking also shows when it was cancelled and the reason given.
The buttons along the bottom are Open this day, Mark as complete, Cancel booking and Close, where they apply to the booking.
Moving a booking
- Choose Move booking.
- Enter the New day and New time.
- Select Move booking.
The customer is emailed their new time, and the appointment moves on the staff member's calendar. Keep it closes without moving it. Dragging a booking on the calendar moves it in the same way. See Using the calendar.
Marking a booking as complete
- Choose Mark as complete.
- Confirm in Mark as complete?
This records the appointment as having happened, and runs anything your business has set to happen when an appointment is over, such as a booking automation. A booking that is cancelled or still awaiting payment cannot be completed. See Automations.
Cancelling a booking
- Choose Cancel booking.
- Enter a Reason (optional), up to 500 characters. It is included in the email the customer receives, so write it to them.
- Select Cancel booking.
The customer is emailed, and the appointment is removed from the calendar. Keep it closes without cancelling.
Where else bookings appear
Bookings also appear on the calendar, on a contacts timeline and on the Bookings tab of a contact record.
Booking links
Booking links are the pages customers book through. They are created and managed by administrators. See Booking links. Your own links are listed under Share. See Calendar settings and sharing.
What a service needs to be bookable, such as its duration, staff and resources, is set on the service. See Products and services.
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