Managing bookings

Bookings → All bookings is every booking you have. Each one has its own page with its details, its documents, its money, and everything you can do to it.

The list

Columns run Booking #, Contact, Service, Status, Date, Payment and Amount.

The filter opens on Active bookings, which is the working view. The rest are All bookings, Pending, Confirmed, Completed, Cancelled and Expired. Search matches the contact and the booking.

The states

State	Meaning
Pending	Something is still outstanding
Confirmed	Everything required is done
Completed	The session has happened
Cancelled	Called off
Expired	Ran out of time waiting for payment and was released

Most bookings go pending, confirmed, completed. See Why a booking is pending for the middle bit.

The Payment column tracks money separately, so a confirmed booking can still read as unpaid, partly paid or overdue.

What's on a booking

A notice at the top, when something needs you. It names what's outstanding. Where a client has filed a manual payment, it offers Review payment.

Summary, with the contact, the service, the date, the time, the location or meeting link, and the total. The button in its corner is how you change the schedule: Reschedule booking normally, or Edit reservation or Set schedule while the booking is still holding a slot.

Booking form or From inquiry, on bookings that came from your booking page or an inquiry. It holds their message, their referral source, and their questionnaire answers in full. A booking that came from an inquiry also links back with View original inquiry.

Booking items, the scope and the total, line by line, with tax and any discount.

Payment, the invoices attached to this booking and what's been paid. It reads Payments to review while a client's manual payment is waiting on you.

Documents, the contracts and questionnaires attached to it.

What you can do

The button at the top is whichever move matters most:

Confirm booking. Appears only when the client has finished everything and the booking is waiting on your say-so.

Create replacement booking. Appears on a cancelled or expired booking. It starts a new booking with the same contact and service already selected.

Beside it:

Share booking. Copies the link to the client's booking page. Share via email opens a composer so you can send it with a note.

Create invoice. Raises an invoice against this booking, in the booking's currency.

And in the three-dot menu, in this order, with each entry appearing only where it applies:

Create contract and Send questionnaire, with the client's details already filled in.

Edit payment deadline, on a booking being held for payment.

Reopen booking, if you completed it too early. It asks for a reason and offers Restart reminders for upcoming dates. Only on a completed booking.

Mark as complete, once the session has happened. Only on a confirmed booking. It warns you that it "closes the booking and stops reminders and follow-ups. Payments, documents, and calendar history won't be affected."

Confirm before payment, which confirms a booking while the money is still outstanding. It asks for a reason, which is required.

Fix schedule record, for correcting a saved date or time that was simply wrong. It asks for a reason. It deliberately tells nobody and leaves calendars, meetings and reminders alone.

Email history, everything CoreHue has sent about this booking and whether it arrived.

Cancel booking, on a pending or confirmed booking.

Email history settles arguments. When a client says they never got the confirmation, you can see whether it was delivered, delayed, or could not be delivered.

Rescheduling

Click Reschedule booking on the Summary card. The dialog offers Date, End date (optional) for multi-day work, Start and End times, and Location.

There's a Notify client switch, "Send the updated schedule by email", and it is off by default. Turn it on if you want them told.

If the new time clashes with another booking, CoreHue stops you with "This time overlaps another booking". It asks for a reason before letting you Save anyway, so an accidental double booking is hard to make.

Rescheduling is available on a confirmed booking that hasn't been marked complete or cancelled. Once its date has passed, Fix schedule record appears alongside it, because only you know whether the session moved or the record is simply wrong.

Cancelling

Cancel booking asks to confirm: "This closes the booking and releases its reserved time."

There's a Reason (optional) box and a Notify contact by email switch that is off by default, so the client hears nothing unless you turn it on.

It changes nothing about the money: "Payments, invoices, and contracts won't be changed, so you may need to handle those separately." If money has changed hands, see Refunds.

Worth having a cancellation policy written on the service so the terms aren't being invented in the moment. It sits on the Availability & location tab, takes formatting, and appears on the client's booking page.

Creating a booking yourself

New booking is for work agreed elsewhere: by phone, in person, or through an inquiry you've been discussing.

Related to chooses whether you're starting from a Contact or an Inquiry, then you pick which. Choosing an inquiry sets the service for you.

Service (optional) pulls in that service's defaults. Leave it blank for one-off work.

Schedule adapts to the service. A direct booking service shows its real availability. A mini session service shows its set slots. Anything else takes a date, an optional end date, and start and end times, or All day.

Format sits under the schedule on everything except a mini session. In person reveals a Location field. Online reveals a Meeting link choice of Google Meet, Zoom or Custom link. Picking Custom link adds a Custom meeting URL box. Google Meet and Zoom are greyed out until those are connected under Bookings → Settings → Integrations.

Booking items builds the scope and the total. Pick from your Items or type a name, then set quantity, price and tax. The pencil beside the description opens an Edit description window where the text takes formatting.

Collect payment is a switch. Turn it on to choose a Payment plan, full payment or a schedule, pick the methods, and decide whether to Require payment to confirm booking. With a schedule, only the first payment is required. If you require it, you can set Expire unpaid booking on (optional). The dates stay reserved through the end of that day, then the booking expires.

A booking dated entirely in the past skips payments altogether and is recorded as history. That applies to a booking with no service, and to one on an inquiry service.

Create Booking at the bottom shows you a summary to confirm. If the time clashes with something, Create this Booking anyway? asks for a Reason for override before it saves.

Seeing what happened

Every booking keeps its Email history.