Booking capacity and waitlist offers

Open Scheduling to configure capacity for the default consultation or an individual appointment type. Full private workspace operators can change these records. Shared-wedding guests, contractors with limited access, and public booking links cannot read the staff roster, stock assignments, or internal reservation history.

Reserve the people and equipment you need

Add staff in Resources → Crew scheduling and add inventory, equipment or rooms in Resources. A room is a resource with a quantity: use one for an exclusive room. In Scheduling, assign each required person and one of their roles, then each required item and quantity. Save the capacity requirements after reviewing them.

An appointment reserves the entire business calendar by default. You can allow parallel appointments when each service has named staff. The system checks staff roles, archived status, unavailable periods, recorded document expiry, active crew shifts, other appointments and stock capacity together. Required document dates are scheduling data; the service does not inspect or certify documents.

Selected Google, Microsoft and subscribed busy calendars remain business-wide constraints, including visible mirrored events. They are not separate calendars for each staff member. A connected calendar outage closes online availability until it can be checked. Its connection and selected calendars are checked again before a reservation commits. External calendar providers cannot provide a cross-system transaction: a person can still add a conflicting event directly in a provider after the availability read.

Keep travel separate from appointment time

Travel before and after are explicit fixed allowances in minutes. They add to the usual preparation and cleanup buffers and protect both people and equipment. They do not use route, traffic or mapping estimates. A 10 am consultation with 30 minutes of travel before reserves its staff and room from 9:30 am.

Each appointment saves the reviewed duration, timezone, buffers, travel, staff and equipment. Later service configuration changes affect new reservations. They do not strip requirements from appointments already promised to clients.

Close a one-time or recurring period

Create a block for every appointment or one named person. Choose a timezone, dates, start and end times, and either a one-time occurrence or weekly days. Weekly blocks have a finite last date, up to two years away. Individual dates can be excluded. Overnight blocks can end the following day.

A new block cannot silently cover an existing appointment or committed work for its named person. Resolve that reservation first. A block whose wall-clock time falls in an ambiguous or nonexistent daylight-saving period needs a different time or an excluded date. The service does not guess which repeated hour was intended.

Move or release a saved reservation

Open Appointment capacity records, or Time & assigned resources on a mini session. Move its time, explicitly reassign staff or equipment, or cancel a consultation. All requirements are checked under the same transaction. If any person, room or item is unavailable, the appointment and every original allocation stay in place. The history records released and replacement generations.

A public consultation management link can move or cancel only its own appointment and retains its frozen requirements. Owner calendar editing cannot bypass the protected time or overwrite it from Google or Microsoft; those changes need Scheduling and a reviewed calendar conflict resolution.

Packed or checked-out equipment cannot be silently moved. Resolve its packing or return record first. Cancelling releases staff and reserved or packed inventory, but checked-out stock stays unavailable until a return is recorded. Older wedding-linked mini-session stock retains its original history and becomes appointment-linked when an authorized move is made. New mini-session equipment reservations do not create a synthetic wedding.

Moving a mini session withdraws its unaccepted offers and queues updated notices for remaining attendees. Recorded payments, invoices and deadlines remain unchanged. A move cannot cut an existing attendee hold short. Use the session cancellation controls to reconcile pending payments before releasing attendee places; cancellation never automatically refunds a completed payment.

Offer a waitlist place without making the decision for the guest

When space opens, the worker offers it to the oldest waiting entry. An offer temporarily counts toward capacity and has its own immutable time, price, deposit, questionnaire requirement and expiry. No invoice, form request, client project or booking event is created merely because the offer exists.

The recipient opens their private management link, reviews the terms and explicitly accepts or declines. Accepting a free session confirms the place. For paid sessions or required paperwork, accepting starts the existing hold of up to two hours and creates the required next steps once. It does not charge a saved payment method. Payment and questionnaire completion are still required before confirmation.

Expired, declined or withdrawn offers cannot be accepted later. The worker releases expired offers and can invite the next waiting person. If an earlier checkout is still being created, open or processing, its hold remains reserved until the provider outcome is known. Failed calendar checks leave the waitlist in place and show the business the reason.

Confirmation and change notices enter the existing durable messaging queue. Provider activation remains required for delivery. A queued notice is not proof of delivery; check the conversation and outbox status.

If a save or offer decision is interrupted, use Check original request or Check original decision. Those controls retain the submitted payload and recover its existing result. Do not change the details until that outcome is known.

Publish one event with several times

Choose Scheduling → Build an event page with multiple times. Create the individual slots with their duration, price, required questionnaire, staff and equipment first. Then select up to 100 slots, arrange their display order, describe the event and review the exact publication. The public page lets a client choose a date and time, reserve a finite place or join that slot’s waitlist. Existing paid holds, questionnaires and confirmation checks apply.

An individual slot can belong to one event. The event editor includes its selected slots even if they are older than the 500 most recent available choices. Business event history is paginated. Public pages expose the descriptions, locations, prices and remaining counts; they never expose attendee names, contact information, staff assignments or payments. Event pages and private management links are excluded from search indexing.

Unpublishing an event hides its combined page. Existing individual slot links and confirmed reservations remain valid; close or cancel those sessions separately when appropriate. Removing a slot from an event also removes its event-transfer eligibility without deleting financial or attendance history.

Let a confirmed guest choose another slot

Enable changes on the event and choose a deadline, from the start time through seven days before it. The deadline applies to both the original and proposed session. The guest uses Choose another event time on the private management link, previews the original and new time and location, and explicitly approves the change. Save that link carefully: anyone holding it can manage that reservation.

Online moves require identical duration, price, deposit, explicit balance due date and exact questionnaire version. The original completed questionnaire must still be valid. A different package or price needs a conversation with the business. A slot with waiting guests is reserved for the waitlist process, and a second reservation for the same email prevents an online move.

The system rechecks people, equipment, calendar availability, open capacity and original payment records immediately before committing. Only confirmed reservations can move; unresolved checkouts, refunds, payment disputes or unsettled booking funds need reconciliation first. A failure leaves the original place in place. Two guests cannot claim the same final place through transfers.

The existing reservation, private link, project, original invoices, settled payments and questionnaire remain the same records. Moving makes no new charge and does not change installment deadlines—even when a balance originally fell due at the old session time. The review shows those original invoice amounts and due dates. Changing invoice terms requires the separate finance workflow.

After approval, the change queues one confirmation with the previous time, new time, new location and current private management link. Delivery still depends on the configured messaging provider. The private page shows recent saved-change timestamps; the business retains the immutable transfer record. Up to five online changes are allowed per reservation in 24 hours. Contact the business for further changes.

If the response is interrupted, use Recover this exact change. It resubmits the same approved command, preventing another move or duplicate change notice. Do not change the target while the original result is uncertain.

API access

Named account clients use /api/v1/scheduling/events and /api/v1/scheduling/events/{id} with a current full-access workspace membership. The published event read is /api/v1/scheduling/events/public/{token}. Private reservation holders use the body-only token with /api/v1/scheduling/mini-transfers to list options, preview and approve the exact change hash. Keep capability tokens out of analytics and logs. The versioned OpenAPI document includes these request schemas and recovery rules.

Configure work after a mini-session confirmation

An owner or administrator can select After confirmation in the event editor. Review the entire published inquiry workflow, including questionnaire requests, messages, conditions, waits and stop rules. Saving an unpublished event never enrolls a guest. A new reservation captures the approved policy when its booking hold starts; a waitlist entry captures it only after accepting its offered place.

After the required paperwork and payment are complete, the durable queue enrolls that reservation’s exact contact once in the retained workflow version. Publication can authorize its configured automatic email steps. SMS still requires its own exact-message consent and spending review. These event workflows can request questionnaires, prepare messages, create review tasks and use conditions. They cannot infer a private project for proposal, portal or additional booking actions; use an explicitly selected project workflow for those actions.

Appointment-relative waits may use the confirmed session as their date source. A transfer or changed session time makes the saved deadline require a new review instead of silently sending at the old time. Changing or removing the event’s approved workflow, unpublishing the event, cancelling its reservation, or revoking its approving administrator stops remaining work. It does not delete already created questionnaires or previously delivered messages.

The event editor shows the latest 30 enrollment outcomes. A completed enrollment is distinct from message delivery; inspect the retained workflow run and its conversation for individual outcomes. Failed enrollments expose their error and Retry original follow-up; retries use the same reservation and published version. Changed sources need an explicit new workflow review rather than substitution inside the failed original. Workflow runs and event deliveries retain their own histories.

Hold a place through proposal, signature and payment

In the event editor, an owner or administrator can choose a published Reservation paperwork and payment experience. Review its exact questionnaire, proposal items, optional choices, prices, original terms, installments and onboarding. The experience supports one client signer and an optional business countersignature. Use neutral source wording: names, dates and promises in a source proposal are copied literally, not automatically rewritten.

For this mode, each selected slot must have no separate price or required questionnaire. The experience owns all paperwork and charges; the event’s separate inquiry follow-up policy is disabled. Its own reviewed project workflow can run after booking. Unpublished experience events close their individual slot links too. Publishing does not enroll anyone or send a message by itself.

The public page states that the reviewed proposal determines the final price. Reserving creates a private client project and dedicated contact, without merging an existing project by name or email, and holds one place for up to two hours. The private reservation page links to the questionnaire, proposal selection, required signatures, original booking invoice, and welcome steps. At least 35 minutes must remain before the session; starting a new online payment needs the original checkout safety window. The first installment must fully settle before confirmation.

No second mini-session deposit is created. Remaining installments retain the original signed due dates and become payable after confirmation. Saved payment methods and automatic installment charging are currently unavailable for mini-session invoices; customers use the reservation’s explicit payment flow. Signature-only experiences and multiple client signers cannot be selected for this finite-hold mode.

An expired unpaid hold blocks further signatures and charges. The worker reconciles any original payment attempt before releasing its place and offering it to the waitlist. Pending or recorded funds keep the place held for review. Waitlist offers show the exact booking-experience title and retained terms; accepting opens a new finite hold, never an automatic charge. Changed event terms require a new offer review.

Cancellation retains all signed records, original invoices and receipts. It closes payment admission across every original installment and requires separate, explicit handling of refunds or any remaining contractual balance. There is no automatic refund or invoice voiding. Self-service slot transfers are disabled for journey bookings because changing a signed session date needs the business’s review.