Bookings

Bookings is where the scheduler on your site reports back. Three items in the CRM sidebar:

Section
My bookings	Who booked time with you, and what to do about it
Meeting types	What people can book, and for how long
Availability	The hours those meeting types are bookable in

Your site does the taking — see the Meeting Booking block for how a page offers these. Everything about what is on offer is set here, once, and reused by every page and app of the project.

Note

Bookings is a section you can withhold. All three items sit behind one permission — Bookings in the project’s roles — because someone trusted to see who booked is trusted to see what’s bookable. Its delete tick is marked sensitive: cancelling a booking emails everyone holding it.

Roles that existed before the permission did don’t carry it, so the section is hidden for them until you tick it. The project owner is unaffected.

My bookings

Four counters across the top, over all time: Booked, Upcoming, Show rate and No-shows. A show rate of — means there’s nothing to divide yet, which is not the same as nobody showing up.

Under them, By meeting type breaks the same numbers down per type — booked, upcoming, done, no-show, show rate and revenue. Rows are counted by when the meeting starts; revenue excludes refunds.

List and Calendar

The bottom half switches between two views of the same thing:

• List — one row per booking: a seat somebody took. Tabs for Upcoming, Past and Cancelled.
• Calendar — one cell per meeting: the month those bookings sit in.

A row shows the invitee, when it starts (with their own time zone underneath), the meeting type, and a status: Confirmed, Awaiting payment, Cancelled or No-show.

Acting on a booking

Click a row for the full record — the invitee, the start time in their zone, the duration, the meeting link, the order number if they paid, and the booking form exactly as they answered it.

The row menu carries the actions:

• They didn’t show up — only offered on a confirmed meeting that has already started, and undoable.
• Open the meeting… — the meeting this seat sits in.
• Cancel the booking — the invitee is emailed, and a paid booking is refunded according to the meeting type’s policy. If the gateway couldn’t refund it automatically the row is flagged Refund by hand and you settle it in the gateway yourself.

Acting on a meeting

Opening a meeting shows everyone in it, and the two actions that treat them as a group:

• Move it — pick a new time from live availability. Moving a meeting moves everybody in it; there is no per-booking reschedule from this side. (An invitee can reschedule their own seat from the link in their email.)
• Cancel it — calls the meeting off for everyone, with one email each.

Meeting types

One row per bookable meeting: duration, where it happens, which availability it uses, seats, and whether it’s Open, Off or Paid. New meeting type creates one.

The meeting type editor

The form is grouped the way you’d fill it in:

• The meeting — name and description (what visitors read before they pick a time), Duration from 15 to 120 minutes, and Seats per slot. One seat is a one-on-one; more makes it a group session, and the site shows how many are left.
• Where it happens — the ESTAGE video room (needs ESTAGE Rooms Signature, with a fallback link for when a room can’t be created), a phone call, or your own link — Zoom, Meet, anything.
• When it can be booked — the availability schedule it uses, a buffer before and after each meeting, a minimum notice (from any time up to a week ahead), and how far out it’s bookable, 7 to 365 days. Free slots are the schedule minus these rules, minus what’s booked.
• Reminders — which email reminders the invitee gets: a week, a day, an hour or 15 minutes before. A day and an hour is the default.
• Booking form — your own questions, each a short answer, long answer, dropdown or checkbox, and each optional or required. The answers show up on the booking.
• Price — switch the meeting to paid and pick the product it’s sold as; the price comes from the product, so a paid meeting is an ordinary order in your books. Then choose what happens if the invitee cancels — keep the payment, refund in full, or refund only if they cancelled early enough, with a window you set. The slot is held 15 minutes while they pay.
• Open for booking — off hides the type from every page and stops new bookings, without touching the ones already made.

Note

Deleting a meeting type is refused while it still has future bookings — cancel or let them run first. Turning it Off is the safe way to retire one.

Availability

A schedule is a named weekly grid plus the dates that override it. One or more meeting types point at each, so “Working hours” and “Evenings only” can live side by side.

• Weekly hours — toggle each day on or off and give it one or more intervals, in quarter-hour steps. A new schedule opens on Mon–Fri, 09:00–17:00.
• Time zone — the hours are stored in the schedule’s own zone. Visitors always see times in theirs; nobody does the arithmetic.
• Which projects use it — this one only, or shared with your others. See below.
• Date exceptions — override a single date: closed for a holiday, or different hours just that once.

The list shows each schedule’s hours, zone, exceptions and the meeting types on it. A schedule still used by a meeting type can’t be deleted — and that count covers every project the schedule reaches, so one with no types here can still read “3 in other projects” and refuse to go.

Sharing a schedule across projects

One set of working hours usually serves everything you run. Available in, on the schedule itself, says how far it reaches:

Available in	What it means
This project only	The default, and what every schedule made before sharing existed still is
Selected projects	The projects you name. The current one is always in the list, ticked and not removable — a schedule is in reach of the project that owns it by definition
All my projects	Every project you own, including ones you create later. No list to keep up to date

Caution

Sharing a schedule shares the time, not just the hours. Bookings on it are synchronised across every project it reaches: an hour taken in one closes that slot in the others. Two separate This project only schedules never do that, however identical they look — that difference is the whole point of the setting.

The picker lists your Genesis projects, each with its id beside the name — so sites with similar names can still be told apart, and an owner who knows the number can type it into the search box.

On the owning side the row is badged All projects or Selected projects (N); an unshared schedule carries no badge, since that’s the ordinary case.

A schedule shared into this project

In the other projects it reaches, the schedule appears with a Shared · from project badge and opens read-only. The hours belong to the project that owns them, and that’s the only place they can be edited or deleted.

It’s fully usable there, though: pick it in a meeting type like any local schedule. It’s listed as “Working hours · owning project” so it doesn’t read as a duplicate of a local one with the same name, and the meeting type form repeats the warning about shared time.

Bookings and the rest of the CRM

• Every invitee becomes a contact — the same people the rest of the CRM knows.
• A paid booking is an order, with the meeting’s product on it.
• Confirmation, cancellation and reschedule emails go to both you and the invitee, each with a calendar invite attached; reminders go to the invitee on the offsets you chose.