Move, edit or cancel a booking

Plans change. Here's how to reschedule, edit or cancel a booking without losing the record of what happened.

Move a booking to a new time

You can move a booking two ways:

1. Drag and drop — on the Dashboard calendar, drag the appointment to a new time or a different employee's column. If it would overlap another booking for that provider, Calendia asks "Move the booking anyway?" before confirming.
2. The Move booking dialog — open the appointment, then click the clock icon labelled Change date, time and provider. Set the new Date, Start time and Provider, then save.

Every move is recorded. A moved booking shows Rescheduled when you hover over it or open its info, with the time and provider it was moved from and whether the customer or a staff member moved it.

Edit a booking's details

1. Open the appointment from the calendar or from Bookings in the sidebar.
2. Click Edit.
3. In the Edit appointment dialog, change the service sequence, team member, customer, start time, status or notes.
4. Click Save changes.

The Edit appointment dialog also has Appointment reminders. Turn off Send reminders for this booking to stop its reminders, or change the customer's own reminder choices, then click Save reminders.

When you open an appointment on the Dashboard, the booking's own note shows as Booking note. Click Customer notes to read and edit the customer's internal notes without leaving the calendar.

Cancel or mark as no-show

1. Open the appointment.
2. Click Cancelled (customer or business cancelled) or No-show (customer didn't come).
3. Enter a reason — for example "Client called, provider sick..." for a cancellation or "Did not arrive, unreachable..." for a no-show.
4. If the service has a cancellation or no-show fee configured, you're offered the chance to charge it and to send the customer a rebooking message.
5. Click Confirm.

If a customer cancelled inside the fee deadline and no fee was charged, the booking shows "Cancelled inside the fee deadline. No fee charged yet." on the Bookings list. Click Charge cancellation fee (also in the booking's actions menu) to record the fee and send an invoice or a payment link. Once a fee is recorded but not yet invoiced, the button changes to Invoice fee.

Void a booking made by mistake

Void booking is different from cancelling: it's for a booking that should never have existed, such as a test entry or a duplicate. Voiding charges nothing, sends no message to the customer, and removes the appointment from your revenue figures as if it had never been made. It's only offered while the booking hasn't been marked paid.

To void a booking, open its actions menu on the Bookings list, choose Void booking, enter a Reason for voiding, and confirm.

Anyone who can manage bookings can restore a voided booking with Restore booking from the Bookings list if it was voided by mistake.