How booking confirmation works

Each request stays pending until your team confirms it in the panel; telling the client 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. This page explains 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 panel’s bookings list and has two choices: confirm or reject. That applies even to a service with no price. Confirming or rejecting doesn’t send anything to the client, so when you confirm, send a brief text or give them a ring with the date, time and address. If you need to set conditions, such as a payment arranged outside the tool, put them in that same message.

A request nobody confirms or rejects is cancelled by the system about an hour after the end of the requested time, silently. Check the pending list often, ideally at fixed times of the day.

Bookings created by your team in the panel are different, because you enter them yourself. For these, and for sessions in a recurring series, the client has no confirmation screen, so copy the management link and send it if the client should have one.

What to remember

  • ✓Every request from the public page enters as pending
  • ✓Confirming and rejecting are manual steps, and no message goes to the client
  • ✓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 contact them.

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. Agree with clients how you’ll let them know, for example by phone or text.

More guides to read

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.

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