What has actually been booked. Each appointment has a number like BA-2026-0001 (the counter never restarts), belongs to one event and holds one slot.
Statuses
Draft (staff-created paid appointment, no link sent yet), Waiting for Payment (held while payment is pending), Confirmed, Canceled, Completed, No Show. Only staff set Completed and No Show, from More actions on the appointment page (no confirmation, no undo). Nothing reverts a Canceled, Completed or No Show appointment.
A Waiting for Payment hold is cancelled automatically after 15 minutes (gateway) or 72 hours (bank transfer); the guest is told by email and text. A Draft is never expired, so a draft whose link was never sent keeps its slot until you cancel or delete it.
Slots are protected
Staff and customers are checked against the same rules, including buffers, notice and blocked dates. If a slot is taken you get "This slot is no longer available. Please choose another time." Cancelling frees the slot at once; Completed and No Show do not.
Adding and editing
Add Appointment takes first and last name, contact details as the site's contact rule requires, an event, a date and a slot, and a note. The assignee is chosen for you. A free event is confirmed and the guest emailed; a paid event shows Send Payment Link. On Edit you can change the name, mobile, email and note; the event and time are locked. Reschedule moves it, emails the guest and does not change the status. The Timeline on the edit page lists changes, cancellations and refunds, but not payment confirmations or reminders sent.
The note is internal, but it is the same field the booking form fills in. The guest's calendar file does not include it.
Cancelling
Staff cancel with the red X in the list (Deactivate, needs the cancel permission), with an optional reason kept in the audit log only. Staff are not bound by the cutoff. The guest is emailed and texted. Nothing is refunded: if the appointment was paid, record the refund on its Payment and refunds panel. A full refund of a future appointment cancels it automatically; a partial refund changes nothing.
The guest can cancel and reschedule from their link. The event's Cancellation Cutoff blocks online cancelling, not rescheduling.
Needs review
A confirmed appointment that ended more than the configured hours ago (2 by default) gets a Needs review badge, a bell alert and a list filter. It never changes the status. Mark it Completed or No Show yourself. Completed always emails the guest a thank-you; No Show emails only if the event has that switched on.
The list
Filters: appointment title, attendant name, mobile and email, assignee, status, date range, and Needs review only. The Status filter offers Draft, Waiting for Payment, Confirmed and Canceled, but not Completed or No Show. Results are ordered by start time, earliest first. Without the view-all permission you see only appointments assigned to you.
Trash
Only Draft, Waiting for Payment and Canceled appointments without bank-transfer proof can be moved to Trash. Confirmed, Completed and No Show cannot; cancel first. Restore fails if the start time has since been booked. Delete permanently needs the purge permission.
Paying and the books
Online or confirmed bank-transfer payments make a paid invoice and an accounting entry (booking revenue) automatically. For bank transfers press Confirm payment received; it uses the event's price at that moment.