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In this article, you will learn how to manage all bookings through your systeme.io calendars.
What you will need:
A systeme.io account
A systeme.io calendar event (How to set up your calendar events)
A funnel with the event set up (for Free bookings, for Paid bookings)
1. Accessing your calendar bookings
To get started, go to the menu bar, click CRM, and select Calendar (1).
Once you are inside the calendar dashboard, click on the Bookings (2) tab.
2. The bookings tab overview
The Bookings tab provides a complete list of all your upcoming and past bookings. This is your central hub for managing any appointments that clients or guests have booked through your calendars.
From this interface, you can view specific details for every booking:
Event name (1): The name you set when initially creating the calendar event.
Date (2): The specific day the invitee booked for the appointment.
Time (3): The exact time the booking is scheduled to start.
Event duration (4): The length of the meeting, which you configured during the event creation process.
Status (5): Indicates the current state of the booking:
Scheduled: The booking is confirmed and set for a future date.
Past: The scheduled date and time for the event have already occurred.
Canceled: The booking has been canceled by either you or the guest.
Rescheduled: The booking's original time was changed to a new date or time.
Upcoming: The booking is happening soon.
Payment (6): Shows the payment status of the booking. It will display "Free" for non-paid events or "Completed" for paid bookings.
Event type (7): Specifies if the booking is an Individual event (one-on-one) or a Group event.
Invitee (8): The name of the client or guest who booked the appointment (clicking the name will open their contact page, where you can view their details).
To easily find specific bookings or organize your view, you can use the filtering options located at the top right of the bookings list. Once you have set your desired criteria, simply click the blue button to apply them.
You can filter your list using the following filters:
Event name (9): Filter your list to only display bookings for a specific event you have created on your account.
Status (10): Filter your bookings based on their current state (e.g., Scheduled, Past, Canceled, Rescheduled, or Upcoming), as detailed in point 5 above.
Custom range (11): Filter bookings by a specific date or timeframe. Clicking this option opens a calendar where you can select a custom date range or use the quick-select buttons on the right (such as Last 30 days, This month, Last month, or All time).
3. Managing your bookings
To manage a specific booking, click the three-dots menu (...). A dropdown menu will appear, allowing you to perform the following actions:
a. Reschedule a booking: This option allows you to move the booking.
A calendar window will appear, allowing you to select a new desired date and time for the meeting. Once you have chosen the new slot, click Apply to confirm the changes.
Notes:
Once the changes are confirmed, both you and the invitee will receive an email with the new rescheduled booking details.
When a booking is rescheduled, the configured reminder emails are automatically updated and sent based on the new schedule, even if reminders were already sent for the original booking time.
b. Cancel a booking: This option allows you to cancel the booking. A confirmation popup will appear asking you to click Confirm to finalize the cancellation.
Note: Once you confirm, both you and the invitee will receive an email informing you of the cancellation.
Notes:
Canceled bookings cannot be modified or rescheduled. Once a booking is canceled, the Reschedule option will no longer be available.
Canceled or past bookings can be deleted from the bookings list.
For more details on how to reschedule or cancel bookings, check out the following help article: How to reschedule or cancel calendar bookings.
c. Booking details: This option opens a popup window with the booking details.
This will display all the essential information regarding that specific booking, including:
The event's name (1)
The event's time (2)
The event duration (3)
The event's location (4)
The booking's payment status (5)
The invitee's name (6)
Note on group events: As the host, you will always be able to see the full list of enrolled participants in your booking details. However, to protect your clients' privacy, invitees will not see the names of the other participants in their booking confirmation emails.
Custom questions that you may have added (7)
Note: If you have integrated your calendar (such as Google Calendar), the event will be automatically updated or removed to reflect the rescheduling or cancellation.
You have now completed all the steps to use the calendar feature. To review the full process from the beginning, start by checking this help page: How to use the systeme.io calendar feature.