Product help
Manage pending, confirmed, cancelled, completed and no-show bookings
Review requests, reschedule appointments and choose the correct final status, with clear guidance for guest contact and conditional email updates.
By Bookibles Editorial Team · Reviewed by Bookibles Product Team · Updated
Direct answer
Open Bookings and select the booking. Pending requests can be confirmed or declined; confirmed bookings can be cancelled, completed or marked no-show. Cancellation, completion and no-show are final states in this workflow. Use Reschedule booking for eligible scheduled bookings, and coordinate flexible requests separately.
1. Open the booking and check its details
In the correct business workspace, open Bookings and select the customer’s booking. Check the service, customer, date/time where present, status and timeline. The Actions panel depends on the current state and your permissions. A guest booking can be managed by the business even though it has no linked customer messaging account.
2. Review a pending request
With Auto-accept bookings off, a successful request starts pending. Choose Confirm booking only after the service and any needed arrangements are agreed. Choose Decline booking when you cannot accept it; the confirmation dialog records the outcome as cancelled and offers an optional reason. Auto-accepted bookings start confirmed and do not need a second acceptance.
3. Reschedule an eligible scheduled booking
For a pending or confirmed scheduled booking, choose Reschedule booking. Enter New date and/or New start time as shown for its booking type, then choose Save new time. The current reservation stays in place unless the replacement passes availability and capacity checks. Wait for Booking rescheduled. Flexible requests do not expose this action because they do not hold a fixed date/time slot.
4. Cancel when the appointment will not happen
Choose Cancel booking, add a Reason (optional), and confirm Cancel booking in the dialog. Wait for the updated status. Declining a pending request also ends in cancelled. Cancelling releases that booking’s reservation, but another rule or booking can still make the time unavailable. Published cancellation wording does not automatically impose a 24- or 48-hour cutoff.
5. Record completion or a missed appointment
For a confirmed booking, choose Mark complete after delivering the service, or Mark as no show if the customer did not attend. These actions change the record immediately after the server confirms the update. Use the correct action deliberately; cancelled, completed and no-show bookings have no remaining status actions and cannot be reopened through this screen.
6. Use the contact route available for that customer
Message customer is available for an eligible linked customer account when your role permits it. Guest booking and Manual booking are disabled messaging buttons; use the contact details the customer supplied instead. For a signed-in conversation, identify the service and date because the conversation can cover multiple bookings. Completion or no-show alone does not remove messaging eligibility.
7. Distinguish a saved update from an email arriving
Check the updated booking and timeline first. Booking events queue notification work asynchronously. Delivery depends on an eligible recipient, notification preferences, suppression and successful processing. The customer address on the booking and eligible verified owner/admin accounts can receive updates. For an urgent change, use your agreed contact method and confirm the customer received it.
Example: the actions on a confirmed guest booking
| Current status | Available status outcomes | Scheduling action |
|---|---|---|
| Pending | Confirmed or cancelled through Decline booking | Reschedule if the booking type is scheduled |
| Confirmed | Cancelled, completed or no-show | Reschedule if the booking type is scheduled |
| Cancelled | Final; no reopen action | No rescheduling |
| Completed | Final; no reopen action | No rescheduling |
| No-show | Final; no reopen action | No rescheduling |
Example: a reviewed request reaches completed
In the local walkthrough, Alex submitted a pricing-disabled Flexible request. It arrived pending, the business selected Confirm booking and then Mark complete to demonstrate the final state. This is fictional test data, not a real appointment or customer outcome. In daily use, mark completion only after delivering the agreed service.
Which bookings receive a reminder?
The reminder workflow applies to pending or confirmed date-and-time bookings scheduled more than four hours before the start. Date-only, time-only and flexible requests do not qualify.
The target is four hours before the appointment, with a minimum five-minute delay after scheduling. A reschedule replaces the reminder timing; cancellation, completion or no-show stops an outstanding reminder. Preferences, delivery suppression and asynchronous processing still apply. A pending reminder does not turn a request into a confirmed appointment.
Common questions about status and communication
- Can I undo a final status? This screen has no reopening action. Review before choosing a final outcome; arrange any replacement as a new booking when appropriate.
- Does cancelling charge a fee? No. Bookibles does not collect deposits or cancellation fees, and a service description does not create an automatic enforcement or consent-recording feature.
- Can I reschedule by editing a Google event? No. Make the booking change in Bookibles; an external calendar edit does not change the booking record.
- Does completed mean paid? No. Completion records service status. Captured booking value is not evidence of collected revenue.