Use the Calendar or the Bookings area in Setora Hub to create and manage a Booking. Every Booking works the same way once it is in the diary, whether a Customer made it online or your team added it.
- Create a Booking from the Calendar, or let the Customer book online.
- Open the Booking to check its status.
- Reschedule or edit it when plans change.
- Cancel it when the Customer will not attend.
- Take payment at Checkout when the visit is finished.
Create a Booking
When a Customer books online
The Customer chooses a Service, Staff member, date and time on the Booking Page. Once any required payment or card setup is done, the Booking appears in Hub.
Open the Calendar or Bookings to find it. Select it to see the Customer, Location, Service, time, payment and notification details.
When your team adds one
Open the Calendar, choose an empty time and select New Booking. Pick an existing Customer or add a new one, choose the Location, Service, Staff member, date and time, then select Confirm Booking.
You can also add a Walk-in for someone standing in front of you, or an outside-hours Booking when you are fitting someone in around your normal times. Read the warning before you confirm an outside-hours time, because it sits outside the Location's Opening times.
Bookings your team creates skip the Deposit and Booking Protection steps. If a Customer needs to pay a Deposit or save a card, send them the Booking Page link instead.
Check before moving on: Confirm the right Customer, Location, Service, Staff member, time and price before you save.
Check the Booking status
The status tells you what needs to happen next:
| Status | What it means |
|---|---|
| Pending Payment | The Booking exists but the payment side is not finished. |
| Pending Confirmation | The time is held while a Deposit or saved card is completed online. |
| Confirmed | The Booking is live and holds the time in the diary. |
| Needs Checkout | The appointment has happened but payment has not been recorded. |
| Completed | The visit is finished and checked out. |
| Cancelled | Cancelled by your team or the Customer. |
| Expired | A held time ran out before the payment or card setup finished. |
| No Show | The Customer did not turn up. |
A Booking waiting on payment can expire on its own, so do not promise that time to someone else until you see it release.
Cancelled, expired, completed and no-show Bookings are read-only in the Calendar. Open the full Booking if you need to look at their details.
Reschedule or edit a Booking
Open the Booking and choose Reschedule. Pick the new date, time, Staff member or Service, and read any availability warning before saving. You can also drag a Booking to another free time in the Calendar.
Rescheduling does not change the status. A confirmed Booking stays confirmed. Depending on your notification settings, the Customer may be told about the new time, so check before you save.
If you only need to change a note, edit the note rather than the appointment itself.
Check before moving on: Read the new time, Staff member and Service, and check what the Customer will be sent.
Cancel a Booking
Open the Booking and choose Cancel. Cancelling cannot be undone.
Before you confirm, Hub shows what happens to the money:
- Whether a Deposit is refunded or kept. Inside your cancellation notice this follows your Deposit policy. Outside it, the Deposit is kept.
- Any Booking Protection late-cancellation fee, and whether a kept Deposit already covers it.
- A choice to charge or waive that fee, if you have permission to waive.
Wait for Hub to show the result before you tell the Customer what will happen. A fee can fail to charge, and the Booking is still cancelled either way.
Cancelling frees the time, and Setora can offer it to a Customer on your waitlist.
Mark a no-show
The No-show action appears once the appointment start time has passed. If Booking Protection applies, Hub shows the no-show fee and whether a Deposit covers it before you confirm.
You can also cancel someone after their start time instead of recording a no-show, and still charge a late-cancellation fee. Use whichever is fairer.
Take payment and finish
When the Customer is done, open the Booking and choose Checkout. Any Deposit already paid comes off the amount due.
| Method | What Setora does |
|---|---|
| Cash | Records the amount taken. |
| Card | Records that a card was used. Setora does not take the payment. |
| Card Terminal | Sends the amount to your paired card terminal and waits for it to complete. |
| Saved card | Charges the card saved for Booking Protection, if you have allowed this. |
| Split | Records a cash part and a card part. |
Card only records what happened. Take the money on your own machine. If a card terminal or saved-card payment fails, the Booking is not completed and you can try again or use another method.
If there is nothing left to pay, use Mark Booking as Completed instead. Either way the Booking becomes Completed, which is what financial reports count.
If a Booking cannot be changed
- Check the status. Completed, cancelled, expired and no-show Bookings have fewer actions.
- Check the new time sits inside the Location Opening times and the Staff member's working times.
- Check the Service and Staff member are still assigned to the Location.
- Check another Booking is not already using that time.
- Check a pending payment or card setup has finished.
- Check your account has permission for the action.
If a Booking has the wrong status, payment result or notification, open the chat and tell us the Booking reference, Location, Service, Staff member, date and what you tried. Do not send Customer contact details or payment information.