Manage bookings and the calendar

Every booking — from the booking page, from the website widget or added by your team — lands in Bookings and in the work calendar. This page covers what hosts and booking managers do with them.

The bookings list#

Open Bookings in the sidebar. The Bookings tab lists your bookings.

Search with Search bookings, and filter by date (From, To), status and booking type. Booking managers can switch Whose bookings from Mine to Everyone and filter by host.

Open a booking#

Select a booking to open its panel. Opening a notification about a booking opens the same panel.

• Visitor — name, email and, if asked, phone, company and notes, plus the visitor's time zone. Shown to the host and to booking managers only.
• Meeting — for a booking in a HyoNova meeting: The meeting room is being prepared, The meeting room is ready with Open meeting, or The meeting room could not be created with Try again.
• Customer — the linked customer, or suggestions. See Bookings and customers.
• Moved — how many times the booking was moved.

Actions#

Moving a booking follows the same rule as making one: if the new time cannot be taken, the booking stays where it was. For a booking in a HyoNova meeting, moving it moves the meeting and cancelling it cancels the meeting.

A confirmed booking that nobody marked is closed as Attended twelve hours after its end.

Add a booking yourself#

Choose New booking.

• Book a visitor — choose a booking type you host, a host or Any free host, the Day and one of the Free times, and enter the visitor's details. Visitor's language sets the language of the confirmation the visitor receives. A booking added by the team is confirmed straight away.
• My appointment — "Block time in your own calendar. Visitors cannot book over it." Enter a Title, Start and End on five-minute marks (at most twelve hours), an optional place, and turn on With a HyoNova meeting to create a meeting for it.

Bookings in the calendar#

Work › Calendar shows bookings and your own appointments as a layer, beside the other calendar items. See Calendar.

• The Bookings chip above the calendar shows or hides the layer. Your choice is remembered on this device.
• Select a booking to open it in Bookings.
• New appointment adds an appointment of your own.
• Booking managers also see the team's bookings, marked "with" and the host's name, and can filter them with Person.
• Two timed items of yours that overlap are marked Conflict — "Overlaps another item in your calendar".

The calendar reads each item from its own record. A booking is not copied into the calendar, so what you see is always the booking's current time and state.

Notifications#

The host is notified inside HyoNova when a booking or a booking request arrives, when it is confirmed, moved or cancelled, and shortly before it starts. Each notification opens the booking.

Booking events can also be sent to a Slack or Microsoft Teams channel: A booking is made, A booking is moved, A booking is cancelled. These messages name the booking type, never the visitor. See Slack and Teams notifications.

Bookings and customers#

A visitor types their own email address, and nobody has checked it. So HyoNova never attaches a visitor to an existing customer by itself.

• Suggestions. When a customer's email, or the email of one of its contacts, matches the visitor's, the booking shows it under Same email address:. A member looks and decides whether to link it.
• Link by hand. Use Find a customer on the booking. Remove link undoes it.
• On the customer. A customer's page lists its linked bookings under Bookings.
• New visitors as leads. In Bookings › Page & widget, New visitors can be set to Also create a sales lead: a visitor who is not a customer yet also becomes a lead in Customers. This is always a new lead with its own contact record; it is never merged into an existing customer because the email is the same.

See Customers & CRM.

When online bookings need attention#

Bookings shows a notice when something in your company's setup stops online bookings from working fully:

Status#