Pending request
Every public booking enters the “pending” state and holds the slot, so nobody else can book it in the meantime. The request appears in the bookings list in the panel.
4appointments solutions · Confirmation and Rescheduling
Manual confirmation and client rescheduling — how communication works in 4appointments
Public bookings arrive as “pending”, your team confirms or declines them in the panel, and the client can cancel or move their own booking from a link. The application sends no e-mails, SMS or WhatsApp messages to clients.
On the booking page the client picks a slot, and the request holds that slot until your team decides. The application does not send clients confirmations, reminders or cancellation notices: after booking, the client sees a screen with their personal management link, and any further message is sent by your team through its own channels — phone, e-mail or messaging. This page describes exactly what the application does and what stays with your team.
The four steps of client communication as they work today
Confirmation or rejection by staff
A team member with the right permissions confirms or declines the request in the panel. The decision sends no message to the client — if a reply is needed, your team sends it directly. Requests left unresolved are cancelled automatically, without notice, about one hour after the end of the requested slot.
Cancellation and rescheduling by the client
After booking, the client’s screen shows a management link they can use to cancel or move the booking. Rescheduling checks availability and overlaps, and a pending request stays pending. There is no cut-off or minimum notice, and the link is not sent by e-mail; for bookings created by staff and for recurring series, your team must copy and send the link.
The client’s note
The public form asks for a name, an optional e-mail and a free note. The note appears on the client’s management page and in the description of the provider’s ICS export, but it is not shown in the team’s calendar or list.
Advantages
- Every request holds its slot, so two people cannot book the same time.
- Your team decides: it confirms or declines each request in the panel.
- Clients can cancel or move their own booking from a link, with no phone call.
- Rescheduling checks availability and overlaps.
- Full control over messages: your team communicates on the channel it chooses, in its own voice.
Limitations
- The application sends no e-mails to clients: no confirmation, no reminders, no cancellation or change notices.
- The booking flow sends no SMS or WhatsApp.
- Confirmation is not automatic, and confirming or declining sends nothing to the client.
- The management link appears only on the client’s screen after booking; for bookings created by staff and for series it must be sent manually.
- Unresolved requests are cancelled automatically, without notice, about one hour after the end of the requested slot.
- There is no no-show status or counter.
Who it is for
A good fit for businesses that prefer to confirm each request personally and tell clients by phone or through their own channels. Less suitable if you need automatic confirmation and reminder e-mails or SMS.
Specifications — confirmation and rescheduling
| Channels to the client | None from the application — no e-mail, SMS or WhatsApp; your team communicates |
|---|---|
| Status of a public booking | “Pending”, holding the slot |
| Confirmation | Manual, in the panel (confirm or decline) |
| Cancellation / rescheduling by the client | Through a management link shown on the client’s screen; no cut-off |
| Unresolved requests | Cancelled automatically, without notice, ~1 hour after the end of the slot |
| Client’s note | On the management page and in the provider’s ICS export |
4appointments vs. Booksy vs. SimplyBook.me
| 4appointments | Booksy | SimplyBook.me | |
|---|---|---|---|
| Automatic confirmation and reminders to the client | No | Yes | Yes |
| Client rescheduling from a link | Yes — link shown on the client’s screen (not sent by e-mail) | — | — |
| Manual confirmation of requests by staff | Yes — the standard for public bookings | — | — |
| SMS / WhatsApp channels | No | — | — |
| Romanian-language interface | Yes | — | — |
Frequently asked questions about confirmation and communication
Are reminders or confirmations sent by e-mail?
No. The application does not send clients confirmation, reminder or cancellation e-mails, nor SMS or WhatsApp. Your team tells clients through its own channels.
How is a booking confirmed?
Every public booking enters “pending”, with its slot held. Your team confirms or declines it in the panel; neither action sends a message to the client. Unresolved requests are cancelled automatically, without notice, about one hour after the end of the requested slot.
Can the client reschedule on their own?
Yes. The screen after booking shows a management link the client can use to cancel or move the booking. Availability is checked, and a pending request stays pending. The link is not sent by e-mail; for bookings created by staff, your team copies and sends it.
Is there a cut-off for cancellation?
No. The management link has no cut-off or minimum notice.
Does the application track no-shows?
No. There is no no-show status, counter or blacklist; reports show confirmed, cancelled and pending bookings.
Define your team’s confirmation routine
Decide who confirms requests and which channel your team uses to tell clients. The application keeps track of bookings; it does not send the messages.