5. Manage bookings

On this page: You check incoming bookings on the "Bookings" page. This is also where you add bookings taken by phone or in store, edit and cancel bookings, export CSV, and handle the waitlist and paid order exceptions.

The Bookings page

Open "Bookings" in the app menu. Switch views with "List" and "Calendar" at the top.

Column	What it shows
Order ID	The Shopify order the booking came from
Date/Time	When the booking is
Customer	The customer's name, with their history so far, such as "New customer", "Visits: 3" or "No-shows: 1"
Booking details	The booking menu, bookable resource and location
Status	Confirmed, Awaiting checkout or Cancelled, plus Upcoming, Completed, Visit cancelled or No-show
Amount	The booking's amount. If the order isn't fully paid (Unpaid, Partially refunded, Refunded and so on), that status is shown too
Memo	The note the customer left when booking and their answers to your booking questions ("Customer"), and your internal memo ("Internal")
Actions	Buttons that depend on the booking's status (see Booking statuses and actions)

A confirmed booking counts as "Completed" once its end time has passed. Mark a booking as "No-show" if the customer didn't come.

Filter bookings

Filter	Options
Store	If you take bookings at several locations, choose one
Search	Search by name, email, phone, bookable resource or store
Period	Upcoming, Past, This Month, Last Month, Custom range, All dates
Status	Confirmed only, Cancelled only, Cancelled, payment outstanding, All statuses
Sort order	Soonest booking first, Latest booking first

The list starts with "Upcoming" and "Confirmed only". To see past or cancelled bookings, change the period and status. "Clear filters" returns to the starting filters.

Calendar view

Switch to "Calendar" to see bookings on a month, week or day calendar. If you take bookings at several locations, choose a location first. At a location with two or more bookable resources, you can filter by "Bookable resource". Bookings are colored by bookable resource.

Drag a booking to change its date and time.

• When you move a booking with more than one menu, you can move the "Entire booking" or "This item only"
• Moving to a different bookable resource is done one item at a time. You can't move an entire booking to another resource at once
• The target resource must have shifts at that location and offer that menu
• For a booking marked as a no-show, clear the no-show before changing its date and time

Booking statuses and actions

Status	Buttons in the list
Awaiting checkout	"Confirm". The customer is still going through checkout; you can confirm the booking yourself if you choose
Confirmed	"Edit" and the "…" menu (calendar options, "Mark as no-show" or "Clear no-show", "Cancel booking")
Cancelled	"Undo cancellation" returns it to confirmed

Bookings awaiting checkout are gathered in the "Awaiting checkout" section above the list.

Edit a booking

"Edit" on a confirmed booking lets you change the following. To change the date and time, drag the booking in the calendar view.

Field	What it is
Bookable resource	Change the staff member. If the new resource's shift doesn't cover that time, the change is rejected as outside business hours. To go ahead anyway, tick "Book outside business hours anyway"
Booking value	Can be changed only for bookings added by hand. Amounts imported from a Shopify order can't be edited
Memo	Your internal memo

Cancel a booking

Cancel a booking with "Cancel booking" in the "…" menu.

The app never refunds automatically

If the booking has a paid order, the confirmation screen reminds you about refunds. To refund, use the order page in Shopify.

If a cancelled booking still has a payment, the home page shows "Cancelled bookings still have payments". Choose "Cancelled, payment outstanding" in the status filter to list those bookings.

If you cancel the order in Shopify, or fully refund the booking's line item, bookings that haven't started yet are cancelled automatically.

Act on several bookings at once

Tick bookings on the left of the list to "Confirm", "Mark as no-show" or "Cancel bookings" all at once. You can select up to 50 at a time. Only the selected bookings that allow that action are processed, one at a time, and you're told afterwards how many couldn't be processed.

Add a booking by hand

Bookings taken by phone, Instagram DM, in store and so on can be added with "Add manual booking".

Field	What it is
Choose an existing customer (optional)	Search Shopify customers by name, email or phone and pick one to link the booking to them
Customer name, Email, Phone	The customer name is required
Store	The location taking the booking
Product / booking menu, Bookable resource	What's being booked. Choose a resource that offers the selected menu
Date, Start Time, Duration (minutes)	Duration is 1–1440 minutes
Booking value	Unknown amount, Free, or Enter amount (in your shop currency)
Memo	Your internal memo

"Add service" adds more menus to the same booking, one after another. Keep the gap between menus to 30 minutes or less.

If you choose a time outside the staff member's shift, you're asked to confirm "Outside business hours". "Book anyway" adds the booking regardless.

Manual bookings count toward your plan's limit

Both the 10 bookings on Free and the 30 a month on Basic include bookings you add by hand (10. Plans and pricing).

If you enter an email or phone number, the booking is linked to a Shopify customer with those details. A booking entered with only a name isn't linked to any customer. You can link it later from the customer profile (6. Customers and customer records).

Export to CSV

"Export CSV" downloads the bookings that match the current filters as a CSV file named "bookings_(date).csv".

The CSV has these columns:

Booking date/time, Customer name, Email, Phone, Booking menu, Bookable resource, Store, Order, Memo, Status, Created at, Customer note, Amount, Currency, Payment status, Booking question answers

Waitlist

If your booking calendar accepts a waitlist (4. Add the calendar to your store), entries appear under "Waitlist" on the Bookings page.

Column	What it shows
Requested time	The time slot the customer is waiting for
Store / resource / menu	"No preference" if the customer didn't choose a staff member
Customer	Name, contact details and note
Status	Waiting or Contacted. When the slot opens up, it shows "Slot opened"

When a slot opens, the home page also shows "A slot opened for customers on the waitlist".

The app doesn't notify waitlisted customers automatically

When a slot opens, contact the customer yourself. Then use "Mark as contacted", "Create booking" to make the booking, or "Close" if it's no longer needed.

Paid order exceptions

Orders that were paid but couldn't be confirmed automatically, for example because the slot was taken, appear under "Paid order exceptions" on the Bookings page. While there are open exceptions, every page shows a notice too.

Type	What happened
Paid order and slot conflict	When the payment went through, the slot had already been taken by another booking
Late payment after slot hold	The payment went through after the hold time had run out
Paid order with no booking data	The order has no booking information left

Review the order and resolve it in one of these ways. The app doesn't refund automatically.

Resolution	How
Recover by linking a booking	Choose a "Recovery booking" and click "Recover by linking this booking". If there's nothing to link, create one first with "Add manual booking"
Close after refunding	Refund in Shopify, tick "I confirm the order was refunded in Shopify", then click "Resolve as refunded"
Close as handled	If you've already dealt with it, for example by adding a manual booking, tick the confirmation and click "Resolve as handled"

A "Paid order with no booking data" can't be recovered by linking a booking. Close it as refunded or as handled.

What's next

• See each customer's visit history: 6. Customers and customer records
• See bookings in your calendar app: 8. Calendar sync and Sidekick
• Automate tagging and notifications when bookings are confirmed or cancelled: 9. Automate with Shopify Flow