Managing bookings

Every booking lands in one place - whether a customer booked online, a guest checked out without an account, or you added it by hand. From there you can change dates, adjust spaces, cancel with a refund, and keep customers informed automatically.

What you can do with it

  • See every booking - all bookings for a session in one panel, with who's coming and how many spaces they've taken.

  • Add a booking for someone - phone bookings, walk-ins, or comps. Use an existing customer or add a new one on the spot.

  • Change a date or spaces - move a booking to another session, or add and remove spaces. Refunds are handled for you.

  • Cancel and refund - cancel one booking, or a whole session at once. Paid bookings are refunded to the original card.

  • Keep customers informed - confirmation, change, and cancellation emails send automatically.

Finding and managing a booking

  1. Open Bookings in the admin sidebar to see your booking list, or opn Sessions and click a session to see everyone booked on it.

  2. Click a booking to open its details.

  3. From there, change the date, edit the number of spaces, or cancel the booking.

Adding a booking

  1. Open a session and choose Add booking.

  2. Pick an existing customer, or Add as new user and enter their email and name.

  3. Set the number of spaces, add any notes, and save.

Admin-created bookings are free by default - no card is charged. You can also overbook past a session's capacity if you need to; you'll see a warning, but it won't stop you.

Refunds

You don't issue refunds by hand. When you remove spaces or cancel a paid booking, the refund goes back to the original card automatically, in proportion to what was paid. The original amount stays on record and the refund is tracked separately, so your Reports figures stay correct.

Cancelling a whole session

Cancel a session to refund and cancel every booking on it in one step. Each affected customer gets a "session cancelled" email. Reinstating a session brings the session back but does not restore the bookings that were on it.

The limits you set

Set these once in Settings → Policies. Admins always bypass them - they only apply to customers.

  • Default bookable window - how far ahead customers can book.

  • Minimum booking notice - how close to the start time customers can still book, so you have time to prepare (for example, to light a wood-fired sauna).

  • Customers can reschedule and change spaces - turn self-service changes on or off, and set how many hours before the start they lock.

  • Cancellation - turn self-cancellation on or off, and set its own lock window.

Troubleshooting

  • A booking or session won't delete - bookings are protected so revenue history is never lost. Cancel the booking first, then remove the session.

  • A customer says they can't change their booking - check the toggles and lock windows in Settings → Policies. You can always make the change for them, whatever the policy says.