How to Create and Manage Bookings

Create and Manage Bookings

Take a booking from the calendar, across more than one space at once, with pricing worked out as you go — then edit or cancel it later.

Jordan EllisFacility Operations LeadLast updated October 17, 2026

Make a booking

Open the calendar and click any empty slot. The booking form opens with that date, time, and venue already filled in. The calendar has day, week, month, and list views; day view is the one that exposes empty slots to click, so it is the fastest way to book.

On the form you can set:

A title for the booking, so staff can see at a glance what it is
One venue or several — a tournament that needs four courts is one booking, not four
Who it is assigned to, and more than one person if that fits how you run
Start and end time, dragged on the time slider or typed
Purpose, notes, and expected number of people

As you change the venue and the times, the price updates live from the products attached to that venue. You are not guessing at the total and correcting it afterwards.

Charge for it

If the venue has pricing attached, the total is calculated for you. You can also request an invoice for a booking, with a custom amount when the standard rate is not what you agreed.

Find bookings later

The Bookings list is the place to search rather than the calendar. Filter by:

Status — pending, confirmed, cancelled, rejected, completed, no-show
Upcoming, past, or any date
Source — entered by staff, or booked by a customer on your public page
Venue
Free text, for a name or a title

Change or cancel

Open any booking to edit it. Changing the time or venue of a confirmed booking notifies the people attached to it, so they are not turning up to a slot that moved.

Cancelling asks for a reason, which is stored on the booking and included in the cancellation email. That reason is what makes the record useful three months later when someone asks why a regular slot disappeared.

Where a booking is part of a group — several venues booked together, or a repeating series — you can cancel the single occurrence or the whole group.

FAQs

Can one booking cover more than one court?

Yes. Select several venues on the booking form and they are booked together as a group, so you can view and cancel them as one thing rather than chasing four separate records.

Why can I not book a particular time?

Usually the venue’s operating hours or booking constraints. Check the venue’s opening hours for that day, its minimum and maximum duration, its time increment, and any buffer between bookings.

Does the customer get an email when I book on their behalf?

Yes, provided you entered their email. They receive a confirmation, and they are emailed again if you later change or cancel the booking.

Can I book a slot that is already taken?

Not unless the venue allows it. A venue’s maximum simultaneous bookings setting controls how many reservations can overlap — set it above one for a space that genuinely takes concurrent groups.

Next steps

Set Up Recurring Bookings
Book a weekly league, a termly class, or a monthly committee slot once and let it repeat — including how to end a series and cancel one properly.
Approve or Reject Booking Requests
Turn on approval so nothing is confirmed until you say so, then work the pending queue — including bulk approving and rejecting with a reason.