All Bookings
Browse, filter, and manage existing bookings - change assignees, reschedule, or cancel with reason.
Browse, filter, and manage all bookings in one place. View bookings as a list or on a calendar, inspect booking details, reassign, reschedule, or cancel with a reason.
Views
Switch between two views: List and Calendar. The selected view is stored in the URL, so you can share or bookmark the current view.
- List view: A paginated table of bookings for quickly scanning recent appointments.
- Calendar view: A monthly calendar with daily booking counts. Select a day to view its bookings. Days with one booking open the booking details directly. Days with multiple bookings show a grouped list.
Calendar events use these colors:
| Color | Meaning |
|---|---|
| Green | Future active booking |
| Yellow | Past or expired booking |
| Red | Cancelled booking |
Filters
Filter bookings by the information you have:
- Search: Search by client name, email, phone number, or service name. Search filters bookings as you type.
- Date range: Limit results to a specific period.
- Service: Filter by service when your workspace has multiple services.
- Status: Filter by All, Active, or Cancelled.
- Assignee: Show bookings assigned to a specific team member.
For large booking volumes, use date range and status filters to narrow results before searching.
Booking details panel
Select a booking to open a floating details panel with the booking information:
- Service name
- Status: Active, Expired, or Cancelled
- Date and time
- Duration
- Cancellation reason, when the booking is cancelled
- Client name, email, and phone
- Submitted information, including answers to custom questions
- Assigned person and their email
Staff actions
You can take action on active, future bookings from the booking details panel.
Change assignee
Reassign the booking to a different team member. The change updates booking ownership, future notifications, and calendar event ownership.
Reschedule
Choose a new date and time. Vadio checks availability, existing calendar conflicts, and booking conflicts before updating the booking and its calendar event. The customer and assignee receive notifications.
Cancel
Cancel the booking and provide a cancellation reason. The reason is required, stored with the booking, and shown in the booking details panel.
Staff actions only appear for active, future bookings. Cancelled and past bookings cannot be reassigned, rescheduled, or cancelled again.
Booking statuses
| Status | Description |
|---|---|
| Active | Future booking that has not been cancelled |
| Expired | Past booking that was not cancelled |
| Cancelled | Booking with a stored cancelled status and a cancellation reason |
Notifications
When a booking is created, rescheduled, or cancelled, Vadio sends notifications according to the booking assignment:
- If the booking has an assignee, Vadio notifies that assignee.
- If the booking has no assignee, Vadio notifies company owners and admins.
- The person who performed the action does not receive a notification about their own action.
When a connected calendar is active, Vadio updates the calendar event when you reschedule or cancel a booking.
Agenda reminders
Vadio sends reminders for upcoming agenda items at 15 minutes and one day before the start time.
If an appointment moves to a new time, reminders are sent for the new time.