Book, reschedule and cancel

When someone else receives the service

The person arranging or paying for a booking can be different from the person receiving the service. In chat, give the intended recipient’s details and check them in the booking review before confirming. Corrected details need a fresh review. These details stay with the booking; they do not replace the organiser’s profile or give either person access to the other’s records. Required attendee information and any eligibility checks still follow the item’s booking form.

The three things you'll do most on the Bookings page. All of them need Booking write access.

Book one

Choose Add booking, or the plus on a day in the calendar to start on that date.

1. Choose Add booking, then Single booking under Booking type.
2. Choose a bookable Catalog item. Its length, times, pricing and intake come from Catalog. For a service outside Catalog, choose Staff entry · service outside Catalog and enter its name and length.
3. Choose a Customer, or explicitly select Walk-in for a single booking without a customer record.
4. Choose a date and time, enter the number of people or required price options, and complete any intake questions.
5. Review the details and choose Add booking. A service that needs payment before confirmation is held for payment.

You can't book a date in the past. If the service offers no times at all, start with Why a time isn't offered for booking.

Move one to another time

Open the appointment and choose Reschedule, or use Reschedule on the row. Pick the new date and time — again, an Inbox appointment only offers times that are free, and the one being moved doesn't block itself.

Qcom books the new time and marks the old row Rescheduled. That's deliberate: a booking that simply moved should never read as a customer backing out. If the new time turns out to be taken, nothing changes and the original booking stays as it was.

Release the slot

Cancel appointment puts the time back on offer. It can't be undone, so the confirmation says so.

When you can't do either

Rescheduling and cancelling are only offered while a booking is Confirmed or Reserved and no outcome has been recorded. Once someone has marked it attended or a no show, it's settled — the row keeps that outcome instead.

Holding a slot until it's paid

The service's payment settings decide whether the customer pays before confirmation or later. When payment is required first, the appointment is Reserved until the required amount is received. A reserved time is not yet a confirmed booking.

In an assistant conversation, the customer reviews the price, amount due before confirmation, hold window and any published cancellation or change fees before agreeing. If those details change before booking, the assistant asks them to review and confirm again.

The hold lasts for the service's booking hold window, or 30 minutes when no window is set. Preparing the payment link later does not restart that clock. An unpaid hold becomes Expired and the time goes back on offer. A payment received after the deadline does not automatically restore the booking; check the payment and available times before agreeing a new time with the customer.

Booking confirmations and payment documents

A held booking is not confirmed. Its message shows the payment required and the hold deadline when those apply.

For a confirmed booking linked to a customer conversation, Qcom can provide a booking confirmation PDF with a document reference, business and customer details, the accepted dates or session places, and any retained booking terms. Use the protected link in the message to open the full document. Email can include the PDF as an attachment; WhatsApp delivery also depends on the business's available message templates and messaging window.

A booking confirmation records the reservation. A payment receipt records money received, and an invoice records the bill. A confirmed booking may still have an amount to pay later; its confirmation does not mean every payment is complete.

Keep the document reference if you need another copy. A later change to customer details or business branding does not rewrite the issued PDF. If the booking itself has changed or a link cannot be opened, ask the business to check the booking and document before sending another copy. Walk-ins without a customer conversation do not receive a document automatically.

Related

• About bookings
• Record whether someone turned up
• Why a time isn't offered for booking
• Set when customers can book
• About payments