Bookings
Approve, cancel, or mark a booking as a no-show
Handle a booking after it arrives, and know exactly which button sends an email and which sends nothing at all.
Open this screen in the app ↗You handle bookings from the All Bookings tab or a booking's own page. Some buttons email your client, some send nothing.
- Open Calendar Automation > Events, then the All Bookings tab.
- Search with the Search name, email... box or the All Status filter, then click a row or use the small buttons on it.
The tab loads your 500 most recent bookings; CSV downloads the same set.
Bookings waiting for approval
Require approval bookings arrive as Pending Approval, with Approve and Decline as small icons on the row and full buttons in the Approval Request panel. Approve confirms the booking and emails "Your booking is confirmed"; reminders now apply. Decline frees the slot and emails "Your booking request was declined".
Only the event's creator, admins, and active coach admins or coach staff can approve or decline; others see "You do not have permission to manage this booking".
Look at: The Approve and Decline buttons
Confirmed bookings
A confirmed booking's page has a Change Status panel — Mark Complete, No Show, Cancel — mirrored as icons on the row. The first two email nobody.
Cancel differs by screen: the booking's own page emails "Your booking was cancelled" ("Cancelled by your coach"), removes the auto-created Zoom meeting, and notifies your webhook; the All Bookings row only changes the status — no email, no webhook, Zoom stays live. Always cancel from the booking's page.
Decline on the list row is unaffected — it emails properly; the gap is only the list-row Cancel.
Look at: Cancel button
The no-show tag
Marking a no-show adds the tag "no-show" to the contact record (created if needed) and signals your automations — an active workflow starting on "a tag was added" with that tag will run.
The tag needs the booking linked to a contact record; without it the status changes but no tag is added and no automation runs.
This starts a workflow, not an email sequence — sequences cannot be started by a tag today.
Statuses you cannot act on
Buttons appear only on Pending Approval and Confirmed bookings; Completed, Cancelled, and No Show cannot be changed back.
Pending Payment bookings have no buttons and nothing moves them to Confirmed; they get no reminder emails, which only go to confirmed bookings.
Notes and history
- Manage Link — Copies the client's manage link so you can resend it.
- Activity Timeline — Everything that happened to the booking, with times and who did it; failed emails show here too.
Look at: The Activity Timeline panel