Bookings Inbox

The Bookings page is the central inbox for every meeting on your Bookme account. Upcoming, past, cancelled, no-shows; all in one place.

1. Open The Bookings Page

Click Bookings in the dashboard sidebar.

2. The Default View

Two tabs at the top: – Upcoming. All future confirmed bookings. – Past. All bookings whose time has passed.

Each booking shows: – Invitee name. – Event type. – Start time. – Status badge. – Quick actions (reschedule, cancel, message).

3. Switch Views

Use the view selector to switch between: – Timeline. Bookings listed by date. – Calendar. Week or month grid. – List. Simple table.

Pick whichever fits your workflow.

4. Click A Booking For Details

Click any booking to open the detail panel showing: – Invitee details (name, email, phone if collected). – Event details (time, duration, location, meeting URL). – Intake form answers. – Payment status (for paid events). – Attendance status (for past meetings). – Workflow history (which emails fired and when).

5. Quick Actions

From the detail panel: – Reschedule. Move the meeting. – Cancel. Cancel and refund (if applicable). – Mark attendance. Met / No-show / I missed / Rescheduled. – Add notes. Internal-only notes for your records. – Resend confirmation. Re-send the original email.

6. Filter And Search

Use the filter bar at the top of the page (see article 10.6).

After a meeting ends, marking attendance triggers the right follow-up workflow and feeds Bookme’s analytics. There are three places to do it.

1. From The Post-Meeting Check-In Email

The default workflow sends you a “How did your meeting with [name] go?” email immediately after the meeting ends. Click one of four buttons:

• Met. Goes to the notes-entry page.
• Decided to reschedule. Marks and fires reschedule follow-up.
• I missed. Marks and fires apology follow-up.
• No-show. Marks and fires no-show follow-up.

2. From The Dashboard

Open the booking from the Bookings page. In the detail panel, the Attendance section has the same four options as buttons.

Click the right one. The follow-up workflow fires the same way it would have from the email.

3. From The Dashboard With Notes

For “Met,” the dashboard has a notes field next to the button. Type your meeting notes there before clicking Met. Same {{host_meeting_notes}} flow as the email.

4. The Met-With-Notes Flow

Clicking Met (from either email or dashboard) routes you to a notes-entry page. Type a short message about the meeting. That message becomes {{host_meeting_notes}} in the follow-up email to the invitee. Skip is also fine.

5. Marking Without A Follow-Up

If you do not want any follow-up email fired but still want the booking marked, open the booking detail and pick Mark attendance without follow-up. Useful for internal team meetings or test bookings.

6. Re-Marking

If you marked the wrong outcome (clicked No-show but the invitee actually came), click the current status and pick the right one. The new follow-up fires; the old one is not retracted (the invitee may receive both).

7. Bulk Mark Past Bookings

For old unmarked bookings, select multiple from the Bookings page and click Mark all as Met (or other status). Useful when you have a backlog.

Sometimes you need to cancel a booking yourself (illness, emergency, scheduling mistake). Bookme handles the cancellation, refund (if paid), and notifies the invitee.

1. Open The Booking

Bookings page, click the booking you want to cancel.

2. Click Cancel Meeting

In the detail panel, click Cancel meeting. A confirmation modal opens.

3. Choose The Cancellation Reason

Pick from: – “I have a conflict.” – “Health emergency.” – “Other / custom message.”

The reason appears in the invitee’s cancellation email. Some hosts prefer not to share a specific reason; pick “Other” and leave the message generic.

4. Refund (If Paid)

For paid bookings, the modal shows: – Refund full amount (default). – Refund partial amount. – No refund.

Host-initiated cancellations almost always refund in full, but you can override.

5. Notify The Invitee

Toggle Send cancellation email to invitee (default ON). The invitee receives: – A cancellation confirmation. – Your message (if you wrote one). – A link to rebook (“If you want to schedule another time”).

6. What Happens In The Background

On cancel: – The booking status changes to “Cancelled.” – The calendar event is deleted from your write calendar. – The meeting URL (Zoom, Google Meet, brandID Meet) is invalidated. – Refund is processed if applicable. – Any scheduled workflow jobs (reminders, follow-ups) are cancelled.

7. Cancellation On Behalf With No Refund

For “force majeure” situations (invitee was abusive, etc.) you can cancel without refund. The invitee sees a cancellation email but no refund email.

8. Mass Cancellation

For events affected by a broader issue (your conference got cancelled, you have to take a week off): – Filter bookings by date range or event type. – Select all. – Click Bulk cancel.

A single message is sent to each invitee with your reason.

You can reschedule a booking from your dashboard. The invitee is notified and the meeting URL stays the same.

1. Open The Booking

Bookings page, click the booking.

2. Click Reschedule

In the detail panel, click Reschedule. A modal opens with a calendar picker showing your current availability.

3. Pick A New Time

Select a new slot. Bookme checks: – Your availability at the new time. – The invitee’s intake-form constraints (if any). – Buffers and minimum notice.

If the slot is bookable, click Reschedule.

4. The Invitee Notification

Toggle Send notification to invitee (default ON). The invitee receives: – A reschedule confirmation email with the new time. – The same meeting URL (no new URL to learn). – The reschedule and cancel links (still active).

5. What Happens In The Background

On reschedule: – The calendar event time updates. – Zoom/Google Meet meeting time updates via API (URL stays the same). – All scheduled workflow jobs (reminders, follow-ups) shift to the new offsets. – The booking record updates with the new time.

6. Invitee-Initiated Reschedule

Invitees can also reschedule themselves via the link in their confirmation. They go through the same flow you do; pick a new slot, get the confirmation.

7. Reschedule Frequency Limits

Bookme does not cap how many times a single booking can be rescheduled. If a particular invitee reschedules repeatedly, you might want to address it manually (some hosts add a “max 2 reschedules” policy in writing).

8. Cross-Event Reschedule

Standard reschedule keeps the same event type. To move to a different event type (e.g. from “30-min intro” to “60-min coaching”), cancel the original and ask the invitee to rebook on the new event.

Bookme has two kinds of notes for past meetings: the host meeting notes (shared in the follow-up email) and internal notes (private to you).

1. Host Meeting Notes (Shared)

These come from the Met-with-notes flow. Up to 2000 characters. Used as {{host_meeting_notes}} in follow-up emails.

To set them after the fact (you marked Met but want to add notes now): – Open the booking. – Click Edit meeting notes. – Type or update; click Save.

The follow-up email has already fired if you marked Met before, but the notes are saved on the booking for your records and any future re-sends.

2. Internal Notes (Private)

Notes invitees never see. Useful for: – “Sarah seemed interested in the enterprise plan; follow up Q4.” – “Hot lead; needs intro to engineering team.” – “Got a difficult question; check answer with legal.”

To add: – Open the booking. – Click Add internal note. – Type; click Save.

Multiple notes per booking, timestamped. Visible only to you and your workspace teammates.

3. Searching Notes

The Bookings page filter bar has a “Notes contain…” filter. Useful when you want to find all bookings where you tagged “enterprise” or “hot lead.”

4. Bulk Notes

For workshop or webinar attendees, you can add the same note to all attendees in one go: – Select multiple bookings. – Click Bulk add note. – The note is appended to each.

5. Exporting Notes

Notes export to CSV alongside other booking data. Useful for reporting.

6. Notes Length And Markdown

• Internal notes: up to 5000 characters, plain text.
• Host meeting notes: up to 2000 characters, plain text (rendered cleanly in the follow-up email).

Neither supports Markdown.

The Bookings page filter bar is the fastest way to narrow down your inbox.

1. Open The Bookings Page

Click Bookings in the sidebar.

2. Use The Filter Bar At The Top

Available filters: – Status. Confirmed, completed, cancelled, no-show, pending_payment. – Attendance status (for past meetings only). Met, No-show, I missed, Rescheduled. – Event type. Pick one or more. – Date range. Last 7 days, last 30 days, last 90 days, custom. – Invitee email. Search by invitee. – Notes contain. Search inside internal notes.

3. Save Common Filters As Views

Click Save as view to bookmark a filter combination. Examples: – “Hot leads” (status = completed AND notes contain “hot lead”). – “Last 30 days completed” (status = completed AND date last 30 days). – “No-shows this month” (attendance = no-show AND date this month).

Saved views appear in the sidebar; one click to apply.

4. Sort Order

Default: newest first. Pick from: – Newest first. – Oldest first. – By invitee name (A-Z). – By event type. – By status.

5. Bulk Operations

With filters applied, you can: – Select all visible bookings. – Bulk mark attendance. – Bulk cancel. – Bulk export. – Bulk add internal notes.

6. Quick Filters In Sidebar

The Bookings sidebar has shortcuts: – Today. Today’s meetings. – This week. Current week. – Cancellations. All cancelled bookings. – No-shows. All no-show bookings. – Saved views. Your custom filters.

Bookme exports your bookings as CSV. Useful for backup, reporting, or moving data into another system.

1. Filter The Bookings First

On the Bookings page, set any filters you want (date range, event type, status).

2. Click Export

Top right of the Bookings page, click Export.

Options: – CSV. Standard export. – Excel (XLSX). With formatting. – JSON. For developers.

3. CSV Columns

The CSV includes: – Booking ID. – Event type name. – Event type URL. – Start time UTC. – Start time local. – Duration (minutes). – Invitee name. – Invitee email. – Invitee phone (if collected). – Status. – Attendance status. – Cancellation reason (if applicable). – Refund amount (if applicable). – Host meeting notes. – Each intake question as a column.

4. Up To 5,000 Rows Per File

For more, split by date range or filter more narrowly.

5. Recurring Export (Elite)

Settings, then Bookings, then Recurring export. Set: – Frequency (weekly or monthly). – Recipients (one or multiple emails). – Format (CSV, XLSX, JSON).

The export auto-runs and emails everyone.

6. API Export

Developers can call the Bookme API to fetch bookings programmatically. See the API docs at bookme.brandid.app/docs.

7. Compliance Export (GDPR)

For GDPR data-access requests, export bookings filtered by invitee email. Hand the CSV to the invitee.

When invitees cancel or reschedule from their confirmation email link, Bookme handles everything automatically. You are notified by email.

1. Invitee Cancellation Flow

1. Invitee clicks Cancel meeting in their confirmation or reminder.
2. They see a cancellation page asking for an optional reason.
3. They confirm.
4. Bookme: cancels the booking, refunds (if applicable per policy), deletes the calendar event, kills the meeting URL.
5. You get a cancellation notification email.
6. The invitee receives a confirmation of cancellation.

2. Invitee Reschedule Flow

1. Invitee clicks Reschedule in their confirmation or reminder.
2. They see a calendar picker with your current availability.
3. They pick a new slot.
4. They confirm.
5. Bookme: updates the calendar event time, updates Zoom or Google Meet meeting time, shifts all workflow jobs.
6. You get a reschedule notification email.
7. The invitee gets a reschedule confirmation with the new time.

3. The Notification You Receive

Both cancellations and reschedules send you an email: – Invitee name and old time. – New time (for reschedules) or cancellation reason (for cancels). – Quick links to the booking detail in your dashboard.

4. Refund Behavior

For paid events: – Cancellation: Refund processed per the event’s refund policy (full, partial, or none). – Reschedule: No money moves; payment stays applied to the new time.

5. Cancellation Outside The Refund Window

If the invitee cancels outside the refund window (e.g. “no refund after 24 hours”): – Booking is cancelled. – No refund is issued. – The invitee sees a confirmation noting no refund per policy.

6. Disabling Invitee Self-Service

For high-touch hosts who want manual control: – Settings, then Booking page, then Invitee actions. – Toggle off Allow invitees to reschedule and/or Allow invitees to cancel.

Now invitees who want to change have to email you. Use cautiously; it adds friction.

7. Frequent Reschedulers

Some invitees reschedule repeatedly. Bookme tracks the count per booking, visible in the detail panel. If a specific invitee reschedules 3+ times, consider proactively reaching out.