If you do not want Bookeo to automatically confirm bookings, you can enable the Accept/Deny feature. This feature allows customers to submit booking requests that you can review manually.
When you enable the Accept/Deny feature, and:
-
customers book online: you can accept, reschedule or decline the booking request.
If you accept a booking request, the system will send a payment request to confirm the booking. You can set if you want to be notified if the customer does not pay within the timeframe you set or to automatically cancel the booking.
If you decline a booking request, you can explain why you are declining the request.
- you create a booking from your dashboard calendar: you can set the booking as a booking request or automatically confirm the booking
Minimum number of participants
If you require a minimum number of participants to run a workshop/class/tour, you can set that Bookeo should automatically confirm booking requests when a specific minimum number of participants is reached. Click here to learn more.In this article:
- Enable the Accept/Deny feature
- Accept or Deny a booking request made online by customers
- Create a booking request from your dashboard calendar
- Payment for the bookings
- Manually restore canceled bookings
Enable the Accept/Deny feature
Select the Bookeo product you are using from the list below for step-by-step instructions on how to enable the Accept/Deny feature.
Bookeo Appointments
1. To enable the Accept/Deny feature, for
- Services: Go to Settings>Booking Preferences
- Workshops: Go to Settings>Workshops and click on a Workshop
2. Go to the Accept/deny tab.
3. Tick the Accept/deny [1] checkbox
Accept/deny feature applies to all your services
The Accept/Deny feature will apply to all the services you set up in Settings>Services offered and additional options.4. In the Payment after acceptance section, set the timeframe when a payment is required [2], either:
- after [3] the booking request is accepted, or
- before the start of the appointment/workshop
If payment is not received by that time, you can set that the booking request will be [4]:
- automatically canceled, or
- that Bookeo will notify you that the payment is overdue
Capture credit card details
Instead of requiring a payment to be made within a certain time, you can also simply select the option to "capture credit card details" in the Payment and deposit tab. This way, Bookeo will collect the customers' credit card details at the time of booking. If you later accept the booking, you can simply charge the card on file directly.Bookeo Classes and Courses
2. Click on a Class
3. Go to the Accept/deny tab.
4. Tick the Accept/deny [1] checkbox
5. In the Payment after acceptance section, set the timeframe when a payment is required [2], either:
- after the booking request is accepted, or
- before [3] the start of the class.
If payment is not received by that time, you can set that the booking request will be [4]:
- automatically canceled, or
- that Bookeo will notify you that the payment is overdue
Capture credit card details
Instead of requiring a payment to be made within a certain time, you can also simply select the option to "capture credit card details" in the Payment and deposit tab. This way, Bookeo will collect the customers' credit card details at the time of booking. If you later accept the booking, you can simply charge the card on file directly.Bookeo Tours and Activities
2. Click on a tour/activity
3. Go to the Accept/deny tab.
4. Tick the Accept/deny [1] checkbox
5. In the Payment after acceptance section, set the timeframe when a payment is required [2], either:
- after the booking request is accepted, or
- before [3] the start of the tour/activity
If payment is not received by that time, you can set that the booking request will be [4]:
- automatically canceled, or
- that Bookeo will notify you that the payment is overdue
Capture credit card details
Instead of requiring a payment to be made within a certain time, you can also simply select the option to "capture credit card details" in the Payment and deposit tab. This way, Bookeo will collect the customers' credit card details at the time of booking. If you later accept the booking, you can simply charge the card on file directly.Accept or Deny a booking request made online by customers
When customers make an online booking, and you set your account to accept/deny booking requests, you will receive a booking request on your Bookeo home page.
Click on it and you will be able to accept or decline it
1. Accept the booking request
To accept the booking request, click the Save button. If you accept it, and tick the Send email to customer checkbox, an email will be automatically sent to the client, informing him/her that the booking has been accepted.
If you have set that you require payments to confirm the booking, the email will always be sent, even if you do not tick the Send email to customer checkbox, and it will contain a request for payment within the time you set. If you set that you want to automatically cancel booking requests within a specific timeframe if payment is not received, the timeframe for the automatic cancellation will also be included in the email.
Automatically accept booking requests when a minimum number of participants is reached
If you set that you want Bookeo to automatically accept booking requests when a minimum number of participants is reached, you should not manually accept booking requests.2. Decline the booking request
If you decide to deny the booking request, you can type a message to be sent to the customer.
Create a booking request from your dashboard calendar
If you create a booking from your dashboard calendar for a service for which the accept/deny feature is enabled, when you click on the Save button, a pop-up window will open.
You can:
- Click on the Accept [1] button to confirm the booking. With this choice, you are bypassing the accept/deny settings. Customers will not be required to pay in the time frame you set in the accept/deny settings.
If you want to always confirm bookings that you create from your calendar, you should tick the don't ask again. Always accept immediately [2] checkbox - Click on the Save changes, but do not accept yet [3] button to save the booking as a booking request that you can later accept or deny. With this choice, the accept/deny settings will apply as if the customer had made a booking request online.
- go to account>your preferences
- in the Booking section, select ask whether to accept
- Save
Payment for the bookings
If you have set to collect a deposit or full payment to confirm the booking, and the payment is not received within the time you set, depending on your settings:
- If you have set to cancel the booking: the booking will be automatically canceled (you and the customer will receive a confirmation of the cancellation)
- If you have set to notify you: Bookeo will notify you and the customer that the payment is overdue
Please note that you could collect credit card details when a booking request is made, then manually create a payment request when you accept the booking.
Manually restore canceled bookings
You can manually restore a booking that was automatically canceled by the system, for example, if the customer calls you to make a payment after the automatic cancellation.
- Click on the booking to open it
- Click on the Restore link
- Click on the Restore the booking button