Manage bookings

Use Services and Bookings to see appointments across your service forms. Permitted team members can record completed appointments and no-shows after a session starts.

Services turns on for your workspace the first time you add an Appointment Booking field or create a form from a service template. If you do not see Services in the sidebar, turn it on first.

1. Open Services in the main navigation.
2. Select Bookings.
3. In List, choose Upcoming, Today or Past above the list. Today shows bookings on today's date in each booking's own time zone.
4. Select a row to open the booking and check the customer, service and time.
5. Select Mark complete after the customer attends, or Mark no-show when they do not.
6. Check the appointment in the confirmation before approving the attendance change.

Use the Status filter to narrow the list. A booking moved to a new time shows Rescheduled, and the filter has a Rescheduled option too. Select a Rescheduled status to open the booking it moved to. The Seats column appears when a service offers, or a booking took, more than one seat.

If the customer gave a reason when cancelling, the booking shows it under Reason given.

Switch to Calendar to see bookings by month or week. Use Filters to narrow it by service, and switch Show cancelled on to include cancelled appointments. The legend lists the statuses on screen, each with its own colour, so Held (Payment) and Held (Review) look different. Bookings that are not confirmed also show their status on the calendar.

For more detail, open the customer record, then open an appointment time under Bookings.

Permitted team members can undo either attendance result. Reopening returns the booking to Confirmed and makes it eligible for reminders and portal display again.

Reopening can fail after another booking takes the released seat. In that case, arrange a different available time with the customer.

Attendance does not change session credits. A no-show does not return a credit or refund a payment.

See every time slot and who booked it#

1. Open Services, then select Bookings.
2. Select Time slots at the top of the page.
3. If more than one form takes bookings, choose one under Form. The page opens on the form with the next upcoming booking.

The calendar shows booked seats against capacity on dates that have bookings, with a bar that fills as seats are taken. Closed dates say Closed, and a dot marks dates with special hours. Past dates and dates without booking hours are greyed out. Today has a ring around it.

Day shows one date at a time: the date you select, or else today or the next date with times. Use the arrows to move a day. Each time shows how many of its seats are booked, how many are held, and its status, with a bar for the seats taken.

Select Upcoming to list only the dates with bookings in the next 14 days, starting today. Select a date there to open it in Day.

Select a time to see who booked it. From there, open a booking. Once the time has started, team members who can manage submissions can select Mark complete or Mark no-show for each attendee.

To print a sign-in sheet, select This time or Whole day under Print. Print next to the date prints the whole day too. The sheet has one roster per time, with a box to tick for each attendee. It leaves out times nobody booked; select Show them to include them.

Export time slots and Export attendees download CSV files named after the form. They follow the screen: the date shown in Day, or the next 14 days in Upcoming.

Close a date at short notice#

1. In Time slots, select the date in the calendar.
2. Select Close, followed by the date, next to that date.
3. Choose what happens to its bookings, then confirm.

After the date closes, the notice offers Undo if no booking was cancelled or skipped.

You can close today or a later date. The date closes on your live form at once. Other changes you are still drafting stay unpublished.

Bookings on that date stay booked unless you tick the Also cancel box. With it ticked:

• One-off bookings are cancelled, and each attendee gets an email.
• Membership time slots on a fixed schedule are skipped. The member gets an email, and the membership continues.
• Bookings that use membership credits are cancelled, and each credit goes back to the member.

Closing a date does not refund payments. Refund each paid booking from its submission.

Only team members who can manage forms can close or reopen a date. The Also cancel box appears only for those who can also manage submissions.

Reopen a closed date#

Select the closed date in Time slots, then select Reopen, followed by the date, next to that date.

A date that had its own special hours gets those hours back. Any other date returns to your weekly hours. If the date still cannot be booked, for example because it falls outside your seasons, Maxforms tells you why.

When the date is part of a longer closure, only that date reopens. Membership time slots skipped while it was closed stay skipped.

If you cannot change a booking, then check your workspace access#

All standard workspace roles can view Services records. Only roles allowed to manage submissions can change attendance, credits, portal links, or subscriptions.