This article completes: Confirm or reschedule a pending appointment and ensure the customer has received the notification.
Path
Sidebar Appointment List (/admin/bookings).
Title: 'Appointment List'; Description: Manage appointment status, confirm pending applications, and cancel.
You can search for customers, appointment items, or resources; status filters are available (All / Pending Confirmation / Confirmed / Completed / Canceled).
What can be seen on the list
| Column | Description |
|---|---|
| Customer | Name and email |
| Booking item / Resource | What was booked and who it is assigned to |
| Form source | Standalone booking page, page embed, or popup |
| Time slot | Start to end |
| Status | Pending, Confirmed, Completed, Cancelled. Once a confirmed booking passes its end time, the system changes it to Completed within about an hour. The customer is not notified |
| Notification | Sent / Sending / Not sent |
Expand a row to see Form location (entry point and page path), Customer answers (questionnaire responses), and Internal notes (visible only in the admin). Click Save notes to save your notes.
Operation Buttons
Displayed by status:
| Button | When to use it |
|---|---|
| Confirm | If the item has Manual approval turned on, changes Pending to Confirmed |
| Decline | Turns down this pending booking |
| Cancel | The booking is confirmed but will not take place |
| Reschedule | Moves the booking to another date and time slot (the minimum notice still applies) |
In the reschedule window: Select date → pick a new time slot → Confirm. On success you will see "Booking updated".
Bookings past their end time can no longer be confirmed, rescheduled, or cancelled, and the actions column shows only "—". You can still Decline a pending booking that has expired; if you leave it, the system cancels it automatically under the timeout rule.
Customers who cancel on their own through the email or LINE link can do so only before the booking starts.
Customers in the sidebar lists people who have booked on this site and whether their LINE is linked. You can't change an individual booking's status there.
What to do if notifications are not sent?
If the top of the list shows notify issues in the last 24 hours, click Open notify health (/admin/bookings/notify-health).
Notify health shows:
- Appointments with unsent notifications
- Delivery/processing failures
- Google Calendar sync failures
Click Resend notify for any gap. You can also resend from that row in the list. The time range can be the last 24 hours or 7 days.
The notification switch itself is in How to Set Up Notifications and Calendar.
How to verify
- Send a reservation using a test email.
- If approval is needed: the list shows 'Pending Confirmation' → Click Confirm → Changes to 'Confirmed'.
- The customer’s email (and LINE, if linked) receives the corresponding email.
- After rescheduling, the time slot updates, and the customer receives a rescheduling notification (if that type of email is enabled).
Common issues
| Problem | What to do |
|---|---|
| No Confirm button | The item may not use manual approval, so bookings are confirmed on submission; or the booking is past its end time |
| The actions column shows only "—" | The booking has ended, been completed, or been cancelled, so it can no longer be rescheduled or cancelled |
| No time slots when rescheduling | Check the schedule, blocked dates, minimum notice, or slots excluded because the calendar is busy |
| Notification column stays "Not sent" | Resend from Notification health, then check the email toggles in booking settings and the site's receiving inbox |
| Can't find a booking | The status filter isn't set to All, or the search term is too narrow |