Manage bookings

Overview

Every appointment made through chat starts as a request. Nothing is final until someone on your team accepts it. The Bookings page shows all requests and appointments, who they're assigned to and their status. You can accept, decline or cancel them there, or accept and decline straight from the email your employee receives.

Open it from Calendar → Bookings. Owners, Admins and Users can manage bookings.

At the top, three summary cards show:

Upcoming: appointments still ahead.
Pending requests: requests waiting for Accept or Decline.
Confirmed next 7 days: accepted appointments in the coming week.

Each booking has a status:

Status	Meaning
Requested	Waiting for your team. The employee's time is held while calendar and email delivery run separately.
Confirmed	Accepted. Calendar confirmation and the visitor notification are queued.
Declined	Not accepted. The time is free again.
Cancelled	Cancelled from the Bookings page after being requested or confirmed.

Find a booking

Go to Calendar → Bookings.
Use the filters to narrow the list:
- All statuses or a single status.
- All employees or a single employee.
- Upcoming or Past.
Each row shows When (in your business time zone), Employee, Visitor name and email, Subject, Reservation and Delivery. Click Refresh to see delivery updates.
Click Conversation to open the chat the booking came from.

Accept or decline a request

On the Bookings page, click Accept or Decline on any Requested row.

Accept confirms the reservation and queues calendar confirmation and a "Confirmed" email to the visitor.
Decline releases the reserved time and queues external calendar cleanup and an email saying the time isn't available.

Accept or decline from email

The assigned employee receives an email titled "Appointment request:" followed by the subject and visitor's name. It shows the visitor's details and requested time, a link to view the conversation, and Accept and Decline buttons.

Click Accept or Decline in the email.
On the page that opens, click Confirm accept or Confirm decline. This extra step stops email security scanners from answering requests automatically.

The links expire at the appointment time or after 14 days, whichever comes first. If a link has expired, use the Bookings page instead. If the request was already handled, the page shows its current status.

Cancel an appointment

Find the booking on the Bookings page. It must be Requested or Confirmed.
Click Cancel.

The reserved time is released immediately. External calendar cleanup and the visitor email are queued separately.

Check delivery

Each row shows Calendar and Email independently:

Delivery	Meaning
Pending	Saved for background processing or waiting for an earlier operation.
Processed	The background work finished. A disconnected calendar needs no external event; obsolete notifications may be skipped. Email processing does not prove inbox delivery.
Needs review	An operation may have reached the provider. Ask an administrator to investigate before resending or recreating anything.
Not recorded	No retained delivery evidence, including bookings created before delivery tracking.

Requested and Confirmed reservations hold the employee's time even when delivery is pending or needs review. Decline or Cancel releases it. Linked DealerX Scheduled and Confirmed appointments also hold that employee's time, including the configured booking buffer. A stale slot choice is refused instead of double-booking.

Reschedule an appointment

There's no reschedule button. To move an appointment, cancel it and ask the visitor to request a new time through chat.

Tips

After calendar processing, requested bookings appear on the employee's calendar as tentative events titled with the subject, visitor name and "(requested)".
Visitors aren't added as calendar attendees, so they never receive Outlook or Google invitations. AtomicX Chat sends its own emails.
If the list is empty, add a Book Appointment step to a workflow to start receiving requests.