Find and manage bookings
Search, filter and open any appointment you have ever taken.
Every appointment you have ever taken — booked online, added over the phone, or rung in at the counter — sits on one screen. Here is how to find the one you want and change it.
The Bookings list and its toolbar
Clicking anywhere on a row opens that appointment. The one exception is the actions column on the right, which holds the edit and delete icons.
Every appointment — click one to view or edit it.
| When | Customer | Service | Employee | Status | Price | |
|---|---|---|---|---|---|---|
| 2026-08-27 09:15 | Priya Sharma | Travel vaccination | Nadia Okonjo | Pending | £45.00 | ✎ ◻ |
| 2026-08-26 14:30 | Oliver Ball | Flu jab | Nadia Okonjo | Confirmed Paid | £18.00 | ✎ ◻ |
| 2026-08-26 11:00 | Grace Whitfield | Blood pressure check | — | Cancelled | £22.00 | ✎ ◻ |
The Bookings screen and every control in its toolbar.
- 1Sync payments — matches card payments back to their bookings. It also runs quietly whenever you open this screen.
- 2Walk-in — a new booking set to today, the current time and Confirmed.
- 3Add booking — an empty New booking, with the same availability checks customers get online.
- 4Search — free text, filtered as you type.
- 5Status chips — All, Pending, Confirmed, Completed, Cancelled, No-show. One at a time.
- 6Sort — Newest first, Oldest first, Price: high to low, Price: low to high, Customer A–Z. The column headings are not clickable, so this dropdown is the only sort control.
Search, filter and sort
Search matches the customer name, the date, the start time, the status word, the service, the employee and the location. Because dates are stored as 2026-08-27, typing "2026-08" pulls up a whole month.
What it misses matters too. It ignores the booking reference, the customer's email or phone number, the price and any note — pasting GB-00042 returns nothing. To reach a booking by reference, open Settings › Payments and click it in the Appointment column.
Search and the chips combine, and both must match. The chips are single-select, so Cancelled replaces Pending rather than adding to it. There is no chip for money: you cannot filter to unpaid or refunded bookings.
Sorting runs on the appointment's own date and time, so next month's appointment sits above one taken this morning. There is no way to sort by when a booking was made.
Reading a row
Dates print as plain year-month-day, with the 24-hour start time beside them. That never changes: the Time format setting in Settings › Region & currency only affects the customer-facing booking form and the front-end account page. The admin list, the calendar and the booking editor stay on 24-hour time.
| When | Customer | Service | Employee | Status | Price | |
|---|---|---|---|---|---|---|
2026-08-26 14:30 | Oliver Ball | Flu jab | Nadia Okonjo | Confirmed | £18.00 | ✎ ◻ |
| 2026-08-28 10:00 | Priya Sharma | Hepatitis B course Visit 2/3 | Nadia Okonjo | Confirmed | £60.00 | ✎ ◻ |
| 2026-08-25 16:15 | Grace Whitfield | Travel health consultation | — | Completed Deposit paid | £45.00 | ✎ ◻ |
| 2026-08-24 09:45 | Marcus Reid | Ear microsuction | Tom Ellery | Cancelled | £55.00 | ✎ ◻ |
What a row tells you before you open it.
- 1When — the appointment date in bold, its start time beneath.
- 2Service markers — a Visit 2/3 pill means a course of visits; the camera icon means a video consultation. A deleted service, employee or location shows as an em-dash.
- 3Status and money — the status pill, plus a second badge when money is involved: Paid, Deposit paid, Refunded or a red Chargeback. Unpaid bookings show no second badge.
- 4Row actions — the pencil opens the booking, the bin deletes it after a confirm. Clicks in this column never open the editor.
Cash you recorded by hand shows exactly the same Paid badge as a card payment. To tell them apart, open the booking and read Method — "Booked Payments — card" or "Recorded manually".
| Status | What it means | Customer gets |
|---|---|---|
| Pending | Waiting for approval — where new bookings land unless auto-approve is on. | "Booking pending" |
| Confirmed | Approved and holding its slot. | "Booking approved" |
| Completed | They came and were seen. | Nothing |
| Cancelled | Off, and the slot frees immediately for someone else. | "Booking cancelled" |
| No-show | They did not turn up. | Nothing |
Opening a booking: what the editor shows
Click a row and the editor replaces the list. Everything sits in collapsible sections — Customer, Service, Appointment, and Payment when there is money on the booking — with Notes, Documents, Eligibility & secure documents and Activity log collapsed below.
The booking editor, with the sections most people go looking for.
- 1Title and reference — the customer and date, and beneath it the reference used on payments and in emails.
- 2Service — holds more than its name suggests: Price, Status, Payment and the Walk-in toggle all live here. If you are hunting for the status dropdown, this is it.
- 3Appointment — Date, Start time and Length (minutes). You never type an end time; it comes from the start plus the length.
- 4The collapsed sections — staff Notes, ordinary Documents, encrypted Eligibility & secure documents, and the read-only Activity log.
- 5Cancel — discards your edits and goes back. It does not cancel the appointment: for that, set Status to Cancelled and save.
Each save sends one message at most, picking the most important change: a status change wins, then a new date or time ("Booking rescheduled"), then a change of service, employee, location or price ("Booking changed"). Editing only the length, a note or a document sends nothing.
No Payment section means nothing has been charged — it appears only once money is taken or recorded. When it is there the figures are read-only: to change them you refund, with Refund payment, and that is always the full amount. For part of it use Settings › Payments, then press Sync payments so the booking catches up — though a partial refund never flips a booking to Refunded. No refund emails the customer or changes the status, so tell them yourself and cancel the appointment if it is off.
The bin removes the booking after one confirm — no trash, no undo. It tells the customer nothing and leaves the event on a connected Google or Microsoft calendar. If someone needs telling, set the status to Cancelled and save first — better still, leave it cancelled.
Walk-in and Sync payments
Walk-in is for the person already in front of you: today's date, the current time rounded to the nearest quarter hour, status Confirmed, toggle on. The rounding is always 15 minutes whatever your slot interval is, and it rounds forward as well as back — 14:38 becomes 14:45.
- Press Walk-inThe editor opens pre-filled. Nothing is saved yet.
- Choose the customerThe picker searches by name and email. The one field you cannot leave empty.
- Pick the serviceThat fills in the price and length, both still editable. With no service, the appointment is 30 minutes.
- Check the time, then Save bookingA date and start time are required. Notes and documents appear once the booking exists.
Sync payments reconciles card payments against bookings. It matches on the digits in the reference stamped on each payment, sets the payment state and amount, moves a paid-but-pending booking to Confirmed, and flags open disputes. It is safe to press repeatedly. Two things to know: it fails quietly, so if syncing changes nothing there is no error to explain why; and five or more digits in a row in your reference prefix or suffix will break the matching.
What the list does not do
- No pagination, no date filter. Every booking you have ever taken loads at once and is filtered in your browser — instant search, but a long history can be slow to open.
- No bulk changes. Bookings are approved, cancelled and deleted one at a time.
- Nothing survives a refresh. Reloading forgets your search, chip, sort, and which booking was open.
- Back does not step back. Booked is one WordPress page: use the editor's back arrow, or the sidebar.