Booking and Reschedule Requests
Overview
When linked account clients book appointments or request reschedules through the app, you'll receive requests to approve or reject. This guide explains how to manage both types of requests.
How to Access
Booking Requests
- From Dashboard: Tap "Booking Requests" card or Quick Actions
- Direct URL: /trainer/bookings/pending
Reschedule Requests
- From Dashboard: Tap "Reschedule Requests" card or Quick Actions
- Direct URL: /trainer/reschedule-requests
Booking Requests
How Clients Book
- Client opens app and taps "Book Appointment"
- Selects location
- Selects date/time from your available time slots
- Submits request
Booking Request Information
| Field | Description |
|---|---|
| Client Name | Who is requesting |
| Date/Time | Requested date and time |
| Location | Selected location |
| Notes | Message from client (if any) |
| Package Status | Remaining sessions in package |
Approving Booking Requests
- Go to "Booking Requests" page
- View request details
- Check:
- Is the date/time available?
- Does client have enough package sessions?
- Tap "Approve" button (Green)
- Add notes (Optional)
- Tap "Confirm"
Result:
- System creates appointment automatically
- Client receives notification
- Request disappears from list
Rejecting Booking Requests
- Go to "Booking Requests" page
- View request details
- Tap "Reject" button (Red)
- Enter Reason (Required)
- Tap "Confirm"
Result:
- Client receives notification with reason
- Request disappears from list
Reschedule Requests
How Clients Request Reschedule
- Client opens appointment page
- Taps "Request Reschedule"
- Selects new date/time
- Enters reason
- Submits request
Note: Reschedule requests may be limited by your policy settings (e.g., must notify 24 hours in advance)
Reschedule Request Information
| Field | Description |
|---|---|
| Client Name | Who is requesting |
| Original Appointment | Original date/time/location |
| New Date/Time | Requested new date/time |
| Reason | Reason provided by client |
| New Time Status | Available (Green) / Conflict (Red) |
Approving Reschedule Requests
- Go to "Reschedule Requests" page
- View request details
- Check:
- Is the new time available? (check color indicator)
- Is the reason reasonable?
- Tap "Approve" button (Green)
- Tap "Confirm"
Result:
- Original appointment is moved to new time
- Client receives notification
- Request disappears from list
Rejecting Reschedule Requests
- Go to "Reschedule Requests" page
- View request details
- Tap "Reject" button (Red)
- Enter Reason (Optional but recommended)
- Tap "Confirm"
Result:
- Appointment stays at original time
- Client receives notification with reason
- Request disappears from list
Offering Alternative Times
If the requested time doesn't work for you:
- Tap "Reject" button
- Select "Offer Alternative"
- Select a new date/time that works for you
- Tap "Send Offer"
Result:
- Client receives your alternative time offer
- Client can accept or choose another time
Request Status
Booking Request Status
| Status | Color | Meaning |
|---|---|---|
| Pending | Yellow | Awaiting your approval/rejection |
| Approved | Green | Appointment created |
| Rejected | Red | Was rejected |
| Cancelled | Gray | Client cancelled |
Reschedule Request Status
| Status | Color | Meaning |
|---|---|---|
| Pending | Yellow | Awaiting your approval/rejection |
| Approved | Green | Appointment rescheduled |
| Rejected | Red | Was rejected |
Notifications
You receive notifications when:
- New booking request arrives
- New reschedule request arrives
Client receives notifications when:
- Request is approved
- Request is rejected (with reason)
- Alternative time is offered
On Dashboard
Booking Requests Card
Shows when there are pending booking requests:
- Request count (Red badge)
- Client names (up to 3)
- "View All" button
Reschedule Requests Card
Shows when there are pending reschedule requests:
- Request count (Orange badge)
- Client names (up to 3)
- Requested new date/time
- Color indicator showing time status (Green=available, Red=conflict)
Policy Settings
Configure in "Teaching Policy" page:
Reschedule Limits
- Number per month - e.g., 2 times/month
- Advance notice period - e.g., must notify 24 hours before
Policy Effects
- Clients who exceed quota cannot submit requests
- Clients requesting too late will receive a notification
Tips for Using
- Respond quickly - So clients can plan accordingly
- Give reasons when rejecting - Helps clients understand
- Offer alternatives - Better than rejecting without options
- Check Dashboard daily - Don't miss new requests
- Set clear policies - Prevents frequent reschedules
FAQ
Q: Booking requests not coming in?
A: Check that you've set up "Time Blocks" and "Visible Locations" for clients.
Q: Can clients book without needing approval?
A: Auto-approve is not currently supported. All requests require approval.
Q: Do reschedule requests expire?
A: Requests expire when the original appointment time passes.
Q: Client requested time that conflicts with another appointment?
A: You can still approve, but system will warn with a red indicator.
Q: Can I undo an approval?
A: After approval, an appointment is created immediately. You must cancel that appointment instead.