Managing bookings

The Appointments page is your central calendar — every booking across every appointment product you've published, in one view. From there you can confirm, cancel, reschedule, mark complete, or create a manual booking for someone who called you instead of going through the storefront.

Quick answer

Open Appointments in the sidebar. Switch between Day, Week, and Month views. Click a booking to open the panel on the right. Confirm pending bookings, mark sessions complete after they happen, cancel or reschedule from the same panel. Add a Manual booking for anything booked outside Klixey.

Opening the calendar

The Appointments page lives at /appointments and shows every booking you have, regardless of which appointment product it belongs to. Three view modes across the top:

View	When it's useful
Day	Today at a glance. Lots of slot detail, easy to see gaps.
Week	Default view. Shows your whole week side by side.
Month	Zoomed-out overview — handy for spotting how busy next month already is.

By default, the calendar shows pending, confirmed, and completed bookings. Use the status filter to add cancelled or no-show if you need them.

The calendar shows ~3 months at a time

Klixey loads about three months of data at once. To look further out, just scroll forward — it'll keep loading. Same going backward through history.

The booking panel

Click any booking on the calendar and a panel slides out from the right with everything about that booking:

• The customer's name, email, and any contact details they shared
• The session date, time, and duration
• The location
• The current status pill — Pending, Confirmed, Completed, No-show, or Cancelled
• Internal notes (more on these below)
• Action buttons appropriate to the current status

Internal notes

Every booking has a Notes field at the bottom of the panel. Use it for:

• Context the customer shared by email but you don't want to lose ("they want to talk about pricing tiers")
• Notes from past sessions ("ran 10 minutes long, follow up next week")
• Anything internal — what you actually charged, payment status, no-show pattern

Notes autosave as you type. They're private — only your team sees them, never the customer.

Booking actions

Action	What it does	Customer sees
Confirm	Moves a pending booking to Confirmed. A Google Meet link is generated if applicable, reminders are scheduled, and the customer gets a confirmation email with the calendar invite.	"Your booking is confirmed" email with the time, location, and calendar invite.
Mark complete	Tags a confirmed booking as Completed. Useful for tracking which sessions actually happened.	Nothing — no email.
No-show	Tags as No-show. Helps you spot patterns and tally how often a customer doesn't show up.	Nothing — no email.
Cancel	Cancels the booking, frees the slot, removes the calendar event if Google is connected, and emails the customer.	"Your booking has been cancelled" email.
Reschedule	Lets you pick a new slot from your live availability. The customer gets a reschedule email; the Google event is updated.	"Your booking has been rescheduled to..." email with the new time and calendar invite.
Delete	Hard-removes the booking from the system. Use this for test bookings or duplicates — for normal cancellations, use Cancel.	Nothing — no email.

Some of these are worth a closer look.

Confirming a pending booking

When a customer books a slot that involves payment, the booking lands as Pending until you confirm it. (Free bookings can be auto-confirmed, depending on how the appointment is set up.) Confirming does a few things at once:

• Status changes to Confirmed.
• The customer gets a confirmation email with the date, time, location, and a calendar invite.
• If Google Calendar is connected, the event lands on your Google calendar.
• If the location is set to Google Meet, the link is generated now (not earlier) and included in the email.
• Reminders are scheduled for the customer (and you, if you've opted in).

Reschedule flow

Click Reschedule and the panel switches to a slot picker. You see your live availability — the same calendar customers see when booking — and pick a new time. Confirm. Klixey:

• Frees the old slot and books the new one
• Recalculates the reminder timing
• Updates the Google Calendar event if connected
• Emails the customer with the new details

The customer doesn't need to click anything for the reschedule to happen — it's done from your end. They just get the email.

Cancel vs Delete — when to use which

Cancel is for normal "the session won't happen" situations. The booking stays in the system as a record (Status: Cancelled), the customer gets a cancellation email, and the Google event is removed.

Delete is for cleanup — test bookings you made while setting things up, accidental duplicates, anything you'd rather not see in your history. The customer is not emailed. Use this carefully — there's no undo.

For everything customers see, prefer Cancel.

Cancel sends an email; Delete doesn't

If you delete a real booking the customer made, they'll show up to a session that no longer exists and you'll have a confused customer. Cancel almost always.

Manual booking

For sessions you take by phone, by email, or in person — anything booked outside the storefront — use Manual booking.

From the calendar, click Manual booking (button near the top). A form opens asking for:

• The customer's name and email
• Which appointment product the booking belongs to (so duration and location come from the right place)
• The date and time
• The status (defaults to Confirmed, since you're booking it yourself)
• A note if you want one

Once you save:

• The booking lands on the calendar like any other.
• If you set the status to Confirmed (the default), the customer gets a confirmation email and reminders are scheduled — same as if they'd booked through the storefront.
• If Google Calendar is connected, an event is created for the booking.

Manual bookings ignore minimum notice

Your minimum notice rule is for customers booking themselves through the storefront. Manual bookings can be created for any time, including 10 minutes from now. You're the one in charge.

Permissions

Any creator role on your workspace can confirm, cancel, reschedule, or mark a booking complete. Deleting a booking is restricted to Owners and Admins — Editors don't see the Delete button.

See Roles & permissions for the full matrix.

What customers can do on their side

For each appointment product, you can choose whether customers can cancel or reschedule themselves — without contacting you. Those toggles live on the appointment editor, and the full customer-side flow is documented in Customer self-service for bookings.

When customers do cancel or reschedule themselves, you get notified — see Emails (creators).

Common scenarios

A customer messages you asking to change the time

If you have Allow customer reschedule turned on for that appointment, point them at the Manage booking link in their original confirmation email. They can pick a new slot from your live availability themselves — no back-and-forth needed.

If you don't have it on (or they can't find the email), reschedule it yourself from the panel.

You need to block a chunk of time for a personal reason

If Google Calendar is connected, just add an event on your Google calendar covering the time you want blocked. Klixey reads that as busy time and stops offering those slots.

If you don't have Calendar connected, the cleanest option is to edit your weekly schedule temporarily.

A customer no-shows

Mark it as No-show on the panel. The customer isn't emailed — this is just for your tracking. If you want to reach out (or take payment for the missed slot), do it manually outside the system.

You accidentally double-booked yourself (no Calendar integration)

Reschedule one of the two — pick a future slot that works. The customer gets the email automatically.

Related

• Setting up an appointment product — the editor that decides which slots customers can book.
• Google Calendar integration — sync bookings to your Google Calendar.
• Customer self-service for bookings — what customers can do without your help.
• Appointment reminders — when Klixey emails about an upcoming session.
• Roles & permissions — who on your team can do what.
• Emails (creators) — exactly what lands in your inbox for each action.