Confirm or reject booking requests
Normally a booking is confirmed immediately. If you want to decide yourself who takes part in an offering, bookings come in as a request. This page explains how to confirm or reject requests.
When is a booking pending?
A booking is pending if the Automatically confirm bookings switch is turned off for the offering. You find it when editing the offering, in the Booking rules section under How a booking works.
- On (default): bookings are confirmed immediately.
- Off: bookings come in as a request and have to be confirmed or rejected by you.
This also applies to blocks. If you book someone in yourself in the Manager, the booking is always confirmed immediately.
A pending booking already takes up a spot. So until you reply, the spot is blocked.
Where do I see open booking requests?
You find open requests under Manager → Bookings (app.bookicorn.net/buchungen) in the Pending tab. The tab shows the number of open requests. If there are open requests when you open the page, it jumps straight to this tab.
In addition:
- The Bookings menu item shows the number of open requests.
- Admins receive a notification under Notifications for every new request.
- After 2 days without a reply, Bookicorn reminds you of an open request, as long as the session is still in the future.
In a session's participant list, pending bookings are included in the Confirmed tab. You can't confirm them there, only on the Bookings page.
Confirm a booking request
- Open Manager → Bookings and the Pending tab.
- Tap Confirm on the request. On a phone, tap the row and then choose Confirm.
- Confirm the question "Confirm booking?" with Confirm.
The customer then receives a booking confirmation by email. If the session has filled up in the meantime, the request can't be confirmed.
Trainers can only confirm requests if they have the right to do so.
Reject a booking request
- Open Manager → Bookings and the Pending tab.
- Tap Reject on the request.
- Confirm the question "Reject booking?" with Reject.
The booking is cancelled. Credits used are refunded automatically, and an online payment is refunded automatically. The customer receives a "Booking rejected" email with the reason "Rejected by admin". You can't enter your own reason when rejecting.
Request deadline: automatically reject unanswered requests
How long a request may stay open is set under Manager → Settings → Bookings in the Booking requests group. At Decline unanswered requests after, you choose 2, 7 or 14 days or Never automatically. The default is 7 days.
- After the deadline, Bookicorn rejects the request automatically. The customer receives an email with the reason that the studio didn't respond within the deadline.
- If the session starts before you have replied, the request is also rejected automatically. This also applies with Never automatically.
- Credits used are refunded with the automatic rejection.
Payment for bookings on request
For offerings on request, customers can't pay online with Stripe or PayPal. On the booking page the button then reads Send request. Customers therefore pay with credits, on site or by bank transfer.
Credits are deducted as soon as the request is sent. If you reject it or the deadline expires, they are refunded automatically.
The customer receives a "Booking request" email when sending it and the booking confirmation after you confirm it.
Frequently asked questions
Where do I find new booking requests? Under Manager → Bookings in the Pending tab.
How do I set it up so that I have to confirm bookings first? On the offering, under Booking rules, switch off Automatically confirm bookings.
What happens if I don't answer a request? After the request deadline you have set, Bookicorn rejects it automatically, at the latest when the session starts. The default is 7 days.
Does an open request block a spot? Yes. Until you reply, the request counts like a booking.
Can a customer pay by card for a request? No. There is no online payment for offerings on request. Customers pay with credits, on site or by bank transfer.