Approve or reject a booking
Summary
Section titled “Summary”You approve or reject a booking on the Bookings screen in the KonversAI console. A calendar with Auto-accept verified bookings cleared sends every new booking to the status In review instead of Confirmed. Select Calendar in the left sidebar, then select Bookings, to find and act on these bookings. Approving sends the customer a confirmation. Rejecting sends a cancellation email and frees the time slot.
Who can do this
Section titled “Who can do this”A Tenant Admin, or any team member whose role includes the calendar permission. The console calls the two calendar permissions View calendar and Modify calendar. You need Modify calendar to approve or reject a booking. A Tenant Operator does not get the calendar permissions by default. If you do not see Calendar in the left sidebar of the KonversAI console, ask a Tenant Admin to change your role.
Before you start
Section titled “Before you start”Know which calendars send bookings to review. A calendar sends a booking to In review only when Auto-accept verified bookings is cleared under Booking rules on the Edit calendar page. See Set up a booking calendar. A calendar with the checkbox set skips review and confirms a verified booking at once.
Decide what you want the customer to read if you reject the booking. The text you type in Rejection reason (optional) goes into the cancellation email word for word.
- Select Calendar in the left sidebar of the KonversAI console, then select Bookings.
- Select In review in the filter labelled Filter by booking status to show only bookings that need a decision. A badge beside the filter shows a count, with the tooltip {{count}} awaiting review in this period.
- Select the booking. The booking panel opens, with the customer, the time and the booking status.
- To approve, select Approve booking. KonversAI confirms the booking at once and sends the customer their confirmation.
- To reject, type your reason in the box next to Reject, then select Reject. Leave the box empty to send the rejection email with no reason. KonversAI cancels the booking and frees the time slot.
What does the customer see when I approve a booking in review?
Section titled “What does the customer see when I approve a booking in review?”The customer gets the same confirmation KonversAI sends for an auto-accepted booking. The booking status changes from In review to Confirmed on the Bookings screen in the KonversAI console, and any post-confirmation questions configured on the calendar become available to ask.
What does the customer see when I reject a booking?
Section titled “What does the customer see when I reject a booking?”A cancellation email, the same as when you select Cancel booking on a confirmed booking. When you type a reason next to Reject, the email includes that text. The time slot returns to the available times on your public booking page and in the assistant as soon as the rejection completes.
Why do I not see any bookings to approve?
Section titled “Why do I not see any bookings to approve?”Your calendar has Auto-accept verified bookings checked under Booking rules on the Edit calendar page. That calendar confirms a verified booking at once and never sends it to In review. See Set up a booking calendar to change this setting.
Can I undo an approval or a rejection?
Section titled “Can I undo an approval or a rejection?”No. Both are final, the same as a cancellation. Create a new booking for the customer and tell them the new time if you approved or rejected the wrong one.
Can the assistant approve a booking for a customer?
Section titled “Can the assistant approve a booking for a customer?”No. Only a person approves or rejects a booking on the Bookings screen in the KonversAI console. The assistant can create a tentative booking and ask the customer to confirm their details, but a booking that needs review always waits for a person.
Does a rejected booking free the time slot immediately?
Section titled “Does a rejected booking free the time slot immediately?”Yes. The slot becomes available again on your public booking page and to the assistant as soon as the rejection completes, the same as a cancellation.
How is rejecting different from cancelling?
Section titled “How is rejecting different from cancelling?”Reject appears only on a booking with the status In review, and it is the first decision on a booking nobody has accepted yet. Cancel booking appears on a Tentative or Confirmed booking, and undoes a booking that already has a status. Both send the customer an email and free the slot. See Cancel a booking for a booking that is already confirmed.
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