Managing bookings

Everything booked lives under Booking → Bookings, grouped by day and split into Upcoming, Past and Cancelled. Most changes your customers can make themselves, but everything is available to you too.

Finding a booking#

• The three tabs: Upcoming, Past, Cancelled.
• Filter to one event type with the dropdown.
• Search by the customer's name or email address.
• Load more at the foot for older bookings.

Each row shows the time, the customer, the event type, the amount if there is one, and a coloured stripe in the event type's colour. A badge appears only when something needs your attention. Tap a row to open the booking.

What the statuses mean#

Alongside the status you may see a calendar badge, a payment badge (Unpaid, Paid, Refunded, Partially refunded, Payment failed), and a red Not notified badge if the confirmation email could not be delivered — see when email does not arrive.

What you can do to a booking#

Open a booking and you get the customer's name, email and phone, the time in both your zone and theirs, the location with a Join button for video calls, their answers to your questions, their note, the payment, and where the booking came from.

Reschedule

Opens a slot picker and moves it. Your customer is emailed the new time and their calendar invitation is updated. You are never limited in how often you may do this, and your moves do not count against their allowance.

Cancel

Asks for an optional message to the customer, which is included in the email they receive. If the booking was paid, the page tells you the customer will be refunded in full before you confirm.

Resend confirmation

Sends the confirmation email again, with a fresh calendar attachment. The first thing to try when somebody says they never received anything.

Refund

Refunds whatever has not already been refunded, to the original card. See refunds.

Mark as no-show

Available once the appointment is in the past. It is a record for you and does not email anybody.

Re-create calendar event

Appears when the calendar entry failed or has gone missing. Writes it again.

Your private notes

A box for anything you want to remember. Never shown to the customer. Press Save under it.

Adding a booking yourself#

For the appointment someone made by phone, or in person on their way out.

1. On the Bookings list press Add booking.
2. Choose the event type, the date and the time.
3. Enter their name and email — both required — and a phone number if you have one.
4. Add a note if you want.
5. Leave Email the booker a confirmation ticked so they get the confirmation, the calendar invitation, reminders and their own link for changing it. Untick it for a booking you are only recording.
6. Press Save.

If the time clashes with something, you are warned — This time overlaps an existing booking or calendar event — with a Book anyway link. It is your diary, so the decision is yours; Business Box only makes sure you knew.

What your customers can do without you#

Every confirmation and reminder links to their own booking page, where they can add the appointment to their calendar, move it, or cancel it. Moving is limited by the two settings on the event type's Scheduling tab: how many times, and how close to the start.

When they cannot move it, their page explains why rather than just hiding the button:

• This booking has been rescheduled the maximum number of times…
• It's too close to the start to reschedule. If you can't make it, please cancel.

Cancelling always previews the refund first, so nobody is surprised by your policy.

How you find out about changes#

Every new booking, cancellation and reschedule emails you — and any addresses you added under Booking notifications. The email carries the time, the customer and their answers, so you often do not need to open the app at all.

Last reviewed 28 September 2026.