Manage Appointments
Most of your day in Core Bookings happens on one screen. Bookings → Appointments is where you find a booking, check whether it’s paid, move it, cancel it, add a phone booking or email a group of customers at once.
Times on this screen follow your WordPress timezone, shown at the top. Staff who aren’t managers only ever see their own appointments here.
Find an Appointment
- Search customers: a name, email, phone number or booking reference.
- Staff: one staff member’s appointments (managers only).
- From and To: a date range. Both dates are included.
- Status chips: All, Confirmed, Awaiting approval, Awaiting payment, Payment review, Completed, No-show, Cancelled and Expired.
Click Apply filters. The active filters are summed up above the list, with Clear filters to reset. Upcoming views list the soonest appointment first, and history views list the newest first.
The list shows 50 appointments a page, with Customer, Appointment, Service, Staff, Seats, Status, Payment and Calendar columns. Switch to Day, Week or Month for a calendar, covered in The Staff Calendar.
Open and Change an Appointment
Click a customer’s name to open the appointment in a dialog, with ← Previous booking and Next booking → to step through the list. It shows the service, time, staff, guests, customer timezone, total, phone, the customer’s notes, the video meeting link and an Appointment timeline of everything that happened.
Open Manage appointment, choose an Action, fill in Reason for this change and click Save change. Every action needs a reason, which goes into the timeline.
| Action | When you see it |
|---|---|
| Reschedule | Confirmed. Use Find available times, or type a time. The customer is emailed. |
| Mark completed / Mark no-show | Confirmed. |
| Cancel appointment | Confirmed. Cancelling doesn’t refund a payment automatically. |
| Approve request / Reject request | Awaiting approval. |
| Reopen as confirmed | Completed or no-show, to fix a mistaken outcome. The time must still be free, and the customer isn’t emailed. |
| Confirm anyway after checking payment | Payment review, managers only. You confirm that you checked the amount and status with the payment provider. |
| Record offline payment | Confirmed, pay offline, still unpaid. |
| Resend confirmation email | Confirmed, with a customer email. |
| Edit customer contact | Any status except an active payment hold. Changes every booking in the same series. |
Tick Move outside published availability when rescheduling to ignore working hours, notice and the booking horizon. Capacity, overlapping appointments and booking limits still apply.
The panel also has Internal notes (staff and managers only, never sent to the customer) and a Customer manage link with Copy link. Anyone with that link can change the booking within your customer rules, so share it only with the customer. For refunds, see Refunds and Payment Review.
Add a Phone or Walk-in Booking
- Click Add appointment.
- Choose the Service, Staff and Date, then click Find available times and pick one. Or type a Start time in the staff member’s timezone.
- Enter the customer’s Name, Email, Phone and any Notes.
- Tick Record the payment as received if they’ve paid. Leave it unticked to collect payment at the appointment.
- Keep Email a confirmation and reminders to the customer ticked, or untick it for a walk-in who shouldn’t get email.
- Click Add appointment.
The appointment is confirmed straight away, and paid services are recorded as pay offline. No online checkout is created. Book outside published availability works like the reschedule override and needs a reason.
Change Many at Once
Tick appointments in the list (or Select all on this page), choose an action under With selected, enter a Reason and click Apply to selected. You can select up to 100 at a time.
- Record offline payment: only confirmed, unpaid, pay-offline bookings change.
- Cancel with a reason: the normal cancellation. Payments aren’t refunded automatically.
- Email the customers: a plain-text Email subject and Message.
{customer_name},{service}and{when}are filled in for each appointment. - Export selected (CSV): the selected rows as a spreadsheet.
Each appointment is checked on its own. The notice tells you how many changed and why any were skipped.
Export to a Spreadsheet
Export bookings CSV, below the list, downloads exactly the view you’ve filtered. It includes reference, contact details, service, staff, start time in your site timezone and in UTC, customer timezone, seats, status, payment, currency, total, amount due online, refunded amount and creation time. Active modules can add columns, such as booking question answers or location.
Good to Know
- Export needs the export permission. Administrators have it. Staff with it export only their own appointments.
- Cells that start with
=,+,-or@get a leading apostrophe, so spreadsheet apps don’t run them as formulas. - If someone else changed a booking while you had it open, you’ll be asked to reload it before saving.