How does booking confirmation work?
Each request stays pending until your team confirms it in the panel; letting the client know is up to you.
Running your business
In 4appointments, confirmation isn’t automatic. Every request made on the public page enters as pending and holds its time, and it becomes confirmed only when someone on your team confirms it. Here’s what the client sees, what your team does and what stays in your hands.
The client chooses a service, a provider and a time, then sends a name, an optional email and an optional note. The request is saved as pending and the time is held. On the final screen the client sees a management link for cancelling or rescheduling.
Your team sees the request in the bookings list of the panel and has two choices: confirm or reject. This applies even to a service with no price. Confirming or rejecting sends nothing to the client, so a short routine helps: when you confirm, ring or message the client with the date, time and address, and state any conditions, such as a payment arranged outside the tool, in that same message.
A request that nobody confirms or rejects is cancelled by the system about an hour after the end of the requested time, silently. Look at the pending list often, ideally at fixed times of the day.
Bookings created by your team in the panel are handled differently, because you enter them yourself. For these, and for sessions of a recurring series, the client has no confirmation screen, so you need to copy the management link and send it if the client should have one.
The essentials
- ✓Every request from the public page enters as pending
- ✓Confirming and rejecting are manual steps in the bookings list
- ✓Forgotten pending requests are cancelled by the system without notice
Common questions
Can I make bookings confirmed straight away?+
No. There’s no such option: confirmation is manual. If clients need certainty at once, tell them on your website or by phone how you’ll be in touch.
Does the client know the booking is pending?+
The client is told the request was sent and is shown the management link, but nothing arrives by email, and no message goes out when you confirm or reject. Agree with clients how you’ll let them know, for example by phone or text.
More guides you may find useful
Want control over every booking?
With 4appointments each request waits for your decision in the panel, and you tell the client yourself. Automatic confirmation emails aren’t available at the moment. See the pricing page for plans.
Give 4appointments a go