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# 📋 How to Manage Bookings in Dashboard

Once customers start booking, the **Bookings** page in Hoppy Appointments becomes your central command center.

From one screen you can:

* 📅 View every booking in a list or calendar  
* 🔍 Search and filter by date, service, teammate, or status  
* ✅ Confirm, reschedule, cancel, or delete bookings  
* 📝 Edit customer details, notes, and assigned teammates  
* 🚦 Move waitlist requests into confirmed bookings  
* 📤 Export your booking data as a CSV  
* ➕ Create manual bookings for phone or walk-in customers

This guide walks you through the dashboard and every action you can take 👇

---

# **⚠️ Before You Begin**

Before managing bookings, make sure:

* The **Hoppy Appointments** app is installed on your Shopify store  
* You have at least one **active service** → New to the app? Follow **How to Setup Appointment Booking Services** first  
* (Optional) You have team members set up if you want to assign bookings to staff → See **Working with Team in Appointment Bookings**

💡 Most booking actions update the customer automatically by email if notifications are enabled. To customize those emails, see **How to Configure Email Notifications for Appointment Bookings**.

---

# **🛠️ Step 1 — Open the Bookings Dashboard**

1. Open the **Hoppy Appointments** app from your Shopify admin  
2. Click **Bookings** in the app menu

You’ll land on the main bookings page with a list of all your bookings.

At the top of the page you’ll see:

* **Services** and **Team** quick links on the right  
* A **Manual Booking** button to create a booking from the admin  
* A set of tabs that group bookings by lifecycle status

---

# **🛠️ Step 2 — Understand the Booking Tabs**

Tabs help you focus on the bookings that need attention.

| Tab | What it shows |
| ----- | ----- |
| **📆 Bookings** | All confirmed and active bookings |
| **⏱️ Needs Approval** | Bookings waiting for you to confirm or decline |
| **🚫 Declined** | Bookings you or the customer declined |
| **🛑 Cancelled** | Bookings that were cancelled |
| **👻 Abandoned** | Bookings that were started but never completed |
| **⏳ Waitlist** | Waitlist requests that need a time proposal or decline |
| **📆 Calendar View** | A visual calendar of all bookings |

ℹ️ When a tab is selected, the list below updates automatically. You can also combine tabs with filters to narrow results further.

---

# **🛠️ Step 3 — Filter and Search Bookings**

Use the filter bar above the list to find exactly what you need.

Available filters:

* **Search** → Type a customer name or email address  
* **Date range** → Click the calendar and pick a start and end date  
* **Service** → Show only bookings for specific services  
* **Teammate** → Show only bookings assigned to specific team members  
* **Status** → Filter by operational status such as Booked, Completed, No Show, Started, Pending, Arrived, Delayed, or Paid

💡 Filters work together. For example, you can show only **Booked** status bookings for **Sarah** between **March 1 and March 31**.

---

# **🛠️ Step 4 — Read a Booking Row**

Each row in the list shows the most important details at a glance.

* **Thumbnail & Booking Info** → Service image, service title, booking type, date/time, and any internal notes  
* **Price & Qty** → Total price and quantity booked  
* **Customer** → Name, email, phone, custom question answers, and meeting location  
* **Teammates** → Staff members assigned to the booking  
* **Status** → Operational status dropdown (Booked, Completed, etc.)  
* **Action menu** → The three-dot menu with booking-level actions

ℹ️ If a booking required approval, you’ll see a warning banner showing how much time is left before it auto-declines.

---

# **🛠️ Step 5 — Confirm or Decline Bookings That Need Approval**

Bookings in the **Needs Approval** tab must be approved before they are finalized.

To approve a booking:

1. Find the booking in the **Needs Approval** tab  
2. Click the green **checkmark** button in the warning banner

To decline a booking:

1. Click the **X** button in the warning banner  
2. Or open the action menu and select **Decline**

⚠️ Approval bookings may auto-decline if you do not act before the deadline shown in the banner.

---

# **🛠️ Step 6 — Edit Booking Details**

You can update several parts of a booking directly from the list.

## **Edit the Booking Note**

1. Find the note field inside the booking row  
2. Click **add note** or **edit note**  
3. Type your note and click **Update**

Use this for internal reminders, special requests, or anything your team should see.

## **Edit Customer Data**

1. In the booking row, click **edit customer data**  
2. Update the name, email, or phone number  
3. Click **Update**

ℹ️ This only changes the booking record. It does not update the Shopify customer account unless you also edit the customer in Shopify admin.

## **Switch Teammates**

1. In the booking row, click **Switch Teammates**  
2. Select the team members who should be assigned  
3. Click **Assign**

💡 Need to set up teammates first? See **Working with Team in Appointment Bookings**.

## **Change the Operational Status**

Use the **Status** dropdown in each row to mark a booking as:

* Booked  
* Started  
* Arrived  
* Completed  
* Paid  
* Delayed  
* No Show  
* Pending

This is useful for tracking what happened during the appointment day.

---

# **🛠️ Step 7 — Reschedule, Cancel, or Delete a Booking**

Open the three-dot **Action** menu on the right side of any booking row.

Available actions depend on the booking status and timing:

* **Reschedule** → Opens the reschedule flow in a new tab  
* **Cancel** → Opens the cancellation flow in a new tab  
* **Delete** → Permanently removes the booking after you confirm

⚠️ **Delete** cannot be undone. Use **Cancel** first if you want to keep a record and notify the customer.

---

# **🛠️ Step 8 — Manage Waitlist Requests**

When a customer joins the waitlist, their request appears in the **Waitlist** tab.

For each waitlist request you can:

* **Propose Time** → Pick an available slot and send it to the customer for confirmation  
* **Decline** → Let the customer know you cannot accommodate the request

If you propose a time, the booking moves to a **Proposed** state while the customer decides. Once the customer accepts, it becomes a confirmed booking.

💡 For more details on setting up waitlists, see **How to Configure Waitlist for Appointment Bookings**.

---

# **🛠️ Step 9 — Handle Deposits and Remaining Balances**

If your service uses partial payments or deposits, the booking row shows the deposit and remaining balance status.

Depending on your deposit mode, you may see buttons to:

* **Send remaining balance invoice**  
* **Charge remaining balance**  
* **Send invoice**

ℹ️ Deposit setup and payment behavior are covered in detail in **How does Payments work with Appointment Bookings** and **How to configure Partial Payments in Appointment Bookings App**.

---

# **🛠️ Step 10 — View Bookings in Calendar Mode**

Click the **Calendar View** tab to see bookings on a full calendar.

You can switch between:

* **List** → Agenda-style list for the selected period  
* **Day** → Single-day schedule  
* **Week** → Seven-day schedule  
* **Month** → Full-month overview

Use the **Timezone**, **Services**, and **Teammates** panels on the left to control what appears on the calendar. Use the arrows or the **Today** button to move between dates.

💡 Calendar view is great for spotting gaps, overlaps, and busy periods at a glance.

---

# **🛠️ Step 11 — Create a Manual Booking**

To add a booking from the admin:

1. Click **Manual Booking** in the top-right corner  
2. Choose a service from the modal  
3. Fill in the booking details on the **New Booking** page

Manual bookings let you override availability, ignore blocked dates, and create a Shopify customer record if needed.

💡 For a complete walkthrough, see **How to add a Manual Booking**.

---

# **🛠️ Step 12 — Export Your Bookings**

To download a CSV of the currently filtered list:

1. Apply the filters you want  
2. Click the **Export CSV** button in the top-right of the list

The CSV includes:

* Booking ID  
* Service and booking type  
* Date and time  
* Customer name, email, and phone  
* Teammates  
* Price and quantity  
* Order number  
* Questions and answers  
* Notes  
* Created date

💡 Only the bookings matching your current filters are exported.

---

# **💡 Tips and Best Practices**

* Use the **Needs Approval** tab as your daily to-do list so no booking expires  
* Keep booking notes short and actionable for your team  
* Use the **Status** dropdown on the appointment day to track arrivals and completions  
* Use **Calendar View** when scheduling staff or planning busy weeks  
* Export bookings regularly for reporting or accounting backups

---

# **🔗 Related Guides**

* **How to Setup Appointment Booking Services** — Create and configure services  
* **How to add a Manual Booking** — Create admin-side bookings  
* **How to Configure Waitlist for Appointment Bookings** — Set up and manage waitlists  
* **Working with Team in Appointment Bookings** — Add teammates and assign bookings  
* **How does Payments work with Appointment Bookings** — Payment and deposit flow  
* **How to configure Partial Payments in Appointment Bookings App** — Deposit configuration  
* **How to Configure Email Notifications for Appointment Bookings** — Customize customer emails