Bookings

Let group members schedule time with you — appointments, consultations, sessions, or any recurring slot — with availability you control.

What are Bookings?

Bookings lets admins create booking types — named appointment slots with defined durations, locations, and availability windows. Members (or the public) can then pick a time that works and book it directly, without any back-and-forth messaging.

Common uses:

• Coaching sessions or one-to-one check-ins
• Office hours for a club committee member
• Consultation slots for a team manager
• Practice or training session slots
• Intake appointments for new members

Booking a Slot

Open Bookings from your group's navigation. Available booking types appear as cards showing the host, duration, location type, and description.

Tap Book on any card to open the booking wizard. The wizard walks you through three steps:

1. Select a date
   A calendar shows available dates based on the host's availability. Dates that are fully booked or outside the booking window are greyed out. Tap a date to select it.
2. Select a time
   Available time slots for the chosen date are shown. Tap a slot to select it. Times are shown in your local timezone.
3. Your details
   Enter your name, email address, phone number (required for phone call bookings), any answers to custom intake questions, and an optional note for the host. If you're logged in, your name and email are pre-filled.

If the booking type has a cancellation policy, it is shown above the Confirm button so you know the terms before you commit.

Tap Confirm Booking. A confirmation screen appears, and a confirmation email is sent to your email address with a calendar (.ics) attachment you can add to your calendar app.

Your Bookings

After booking, your upcoming appointments appear in the My Bookings section at the bottom of the Bookings page. Each booking shows the type name, date and time, and the host's name. From here you can:

• Reschedule — pick a new time slot for the same booking type
• Cancel — cancel your booking (cannot be undone)

Admin: Creating a Booking Type Admin

Tap the + button in the Bookings page header to create a new booking type.

Basic details

• Name — up to 100 characters (required). This is the title members see on the booking card.
• Description — up to 500 characters (optional). Explain what the booking is for.
• Color — choose a color for the booking type card. Select from presets or enter a custom hex color.

Duration & timing

• Duration — the length of each appointment: 15, 30, or 45 minutes, or 1, 1.5, or 2 hours (required).
• Buffer Before / After — add a gap before or after each appointment so you have time to prepare or wrap up (5, 10, 15, or 30 minutes each).
• Minimum Notice — how far in advance a booking must be made. Options range from no minimum to 1 week ahead.
• Max Daily Bookings — cap the number of bookings per day (1–50). Useful for limiting how busy your schedule gets.

Location

Choose the meeting type:

• In Person — enter an address or venue name
• Phone Call — the booker's phone number is collected at booking
• Video Call — enter a video link (Zoom, Meet, Teams, etc.)
• Custom — enter any location description

Cancellation Policy Admin

Add a cancellation policy to inform bookers of the terms before they confirm. The policy is shown on the booking form and included in the confirmation email.

Choose one of the built-in presets or write your own freeform policy:

• Flexible — cancel any time before the appointment
• 24-Hour Notice — cancel at least 24 hours in advance
• 48-Hour Notice — cancel at least 48 hours in advance
• No Refunds — cancellations are not accepted after booking
• Custom — write your own policy in the text field

If no policy is set, the booking form proceeds without a policy notice.

Setting Availability

The Weekly Availability section lets you define which days and hours you're available for bookings. You must configure at least one availability window before the booking type can be saved.

For each day of the week, you can:

• Enable or disable the day
• Set one or more available time windows for that day (e.g., 9:00 AM – 12:00 PM and 2:00 PM – 5:00 PM)

Below the weekly availability grid, choose your timezone. Bookers will see all times converted to their own local timezone automatically.

Access Settings

Who can book

• Group Members Only — only members who are logged in to your group can book
• Public (Shareable Link) — anyone with the link can book, no Grūps App account required

Manual approval

When enabled, each booking request must be reviewed and approved by an admin before it is confirmed. Bookers are told their request is pending. Depending on your plan, you'll receive a notification for each new request and can approve or reject from the Bookings management table.

Intake Questions

Add custom questions that bookers must answer when making a booking. Use these to collect information you need before the appointment — goals, background, specific topics, dietary requirements, etc.

Supported question types: short text, long text, email, phone, number, dropdown (select one), and checkboxes (select multiple).

Mark any question as required to make it mandatory before the booking can be submitted. Question answers are visible in the booking details and are included in the confirmation email sent to the booker.

Admin: Managing Bookings Admin

The Manage Bookings table below the booking type cards shows all bookings across all types. Use the filter dropdown to show Upcoming, Past, or All bookings.

Columns: Date & Time, Booking Type, Booker, Status. Per-row actions depend on the booking's current status:

Approving or rejecting a booking

Tap Approve (green checkmark) to confirm a pending booking. Tap Reject (red X) to decline it. The booker is notified by email in both cases.

Marking as completed

After an appointment has taken place, tap Mark as Completed. Add an optional completion note (up to 500 characters) and choose whether to notify the booker. The booking moves to the Completed status.

Cancelling a booking

Tap Cancel Booking to cancel a confirmed appointment. Add an optional reason and choose whether to notify the booker by push notification and/or email.

Viewing booking details

Tap View Details to see all information for a booking: booker name, email, date and time, duration, status, phone number (if provided), their notes, all intake question answers, and any completion note.

Booking Notification Settings Admin

Control which booking events trigger an email or push notification to you as the host. Open the Booking Notification Settings page from the Bookings page header (bell icon).

Separate toggles are available for each channel (email and push) and each event type:

Settings are saved per group. Turn off email notifications if you prefer to manage bookings only within the app, or disable push notifications if you'd rather receive a daily email digest instead.

Sharing a Booking Link

Each booking type has its own shareable URL. Members (and the public, if enabled) can open the link and book directly — no need to navigate through the app first.

Use the share action on a booking type card to copy or share the link. The booking page shows the host's name, the duration, location type, and description, with the full date → time → details booking wizard.

Event RSVPs

Separate from appointment bookings, calendar events can have a sign-up / RSVP feature that lets members confirm their attendance with a Yes or No response.

Open Reservations from your group's navigation to see all events that have sign-ups enabled. Two tabs show Upcoming and Past events, each displaying the total sign-ups, available slots, and waitlist count.

Tap any event card to open the sign-up sheet for that event. The sign-up sheet shows:

• Your current response (Yes / No / Not responded)
• A Yes and No radio button to record or change your response
• The numbered attendee list (your position is highlighted)
• A waitlist section (shown when the event is full and a waitlist is enabled)
• A "Not Attending" section (collapsed by default)
• A "Not Responded" section (collapsed by default)