Managing bookings
Every booking — from a Slot or a standard time — lands on your calendar and in your client’s history.
Your calendar
Calendar gives you Month, Week and Day views (phones open on Day). Times are shown in your business timezone. Busy time — dates you’ve blocked and events from a connected Google Calendar — is shaded on the grid. It blocks bookings, but you edit it in Scheduling, not from the calendar.
Open any appointment to see its details, your private notes, the client’s messages, and the actions below. Every action that changes a booking asks you to confirm first.
- Confirm appointment — for bookings still marked pending.
- Mark as complete — once the visit is done.
- Mark as no-show — see below.
- Reschedule and Cancel appointment — see below.
- Revoke pass — for bookings with a Slot Pass.
Once an appointment is completed or cancelled, these actions go away.
Reschedule & cancel
- Reschedule — pick a new date and time. Slot’d checks that it doesn’t overlap another appointment for the same person and fits the service’s advance-notice limits, then moves it and notifies the client. It doesn’t check your weekly hours, so you can move someone outside them. If the booking came from a single-seat Slot, the Slot moves with it. A booking whose pass isn’t reschedulable can’t be moved.
- Cancel appointment — cancels the booking, refunds a paid deposit if the service is Refundable (a Non-refundable deposit is kept), reopens the Slot seat if it came from one, and notifies the client.
Always cancel from Slot’d rather than in Stripe or your calendar app, so refunds and Slots stay in step. Deleting a Slot’d booking from a connected Google Calendar does cancel it, but without a refund and without reopening the Slot — see Google Calendar sync.
Client notifications follow your notification settings.
Letting clients change their own bookings
Clients can reschedule or cancel from the link in their confirmation email — see Manage your booking. You control this in Settings → Booking:
- Cancellation window (hours before appointment) — defaults to 24. Inside the window, clients can’t cancel or reschedule online and are told to contact you.
- Allow clients to cancel online and Allow clients to reschedule online — switch either off to handle those yourself.
The window only limits clients. You can always reschedule or cancel from your calendar.
No-shows
Mark as no-show adds one to that client’s no-show count in their record. If the booking came from a Slot that hasn’t started yet, the seat reopens, and anyone on your waitlist is offered it. No fee is charged.
Recording a payment
For a client who paid you outside Slot’d, open the appointment and choose Mark as paid. Pick the Method — Cash, Venmo, PayPal, Cash App, Zelle or Other — enter the Amount (USD), and choose Record payment. The appointment then shows as Paid.
Deposits clients pay by card through Slot’d are recorded automatically. See Getting paid.
Calendar sync
All three options are in Settings → Calendar. The calendar page’s Google Calendar button takes you straight there.
- Google Calendar — two-way sync: your Slot’d appointments appear in Google, and events in Google mark you busy so nothing double-books. See Google Calendar sync.
- Apple Calendar — two-way sync with iCloud, using an app-specific password. Same idea, with one difference worth knowing: deleting a booking’s event in Apple Calendar does not cancel it. See Apple Calendar sync.
- Calendar subscription — a private, read-only feed of your pending and confirmed appointments that refreshes a few times a day. Choose Generate calendar link, then Add to Apple Calendar for a one-tap subscribe, or Copy and add it to Google Calendar (Other calendars, From URL) or Outlook (Add calendar, Subscribe from web). Anyone with the link can see those appointments, so if it’s been shared by mistake, choose Regenerate link — the old one stops working. If you’re using two-way sync above, you don’t need this as well; the bookings would show twice.
Related: Notifications & reminders.