Some salons let staff book clients for each other, but want the person doing the service to agree first. With approvals turned on, a booking a teammate makes for you waits until you say yes. Nobody ends up with a surprise client in their column.
Who needs approval
Approvals depend on each staff member's Booking Access level:
| Booking Access | Booking for a teammate |
|---|---|
| Manage Entire Team Calendars | Allowed, but the teammate must accept it first. |
| Full Team Calendar Control | Allowed with no approval needed. |
| View Entire Team Calendars, Manage Their Own Calendar, View Their Own Calendar, No Access | Can't book for teammates. |
Owners and managers always have full booking access, so their bookings never need approval.
To change someone's level:
- Open Team and choose Staff.
- Click the edit (pencil) button on the staff member.
- In Edit Membership, pick a level under Booking Access.
- Click Update.
More on roles in How to set staff roles and permissions.
What happens when a teammate books for you
When a staff member with Manage Entire Team Calendars picks you as the provider, the booking form shows a note: "Pending — the assigned provider must confirm or decline."
After they save it:
- The booking lands in your column with a Pending confirmation tag.
- Its status is set to Pending until you respond.
- The same thing happens if they move one of your bookings, or change a booking they made for you.
Find bookings waiting for you
- Open the Calendar.
- Tap the bell at the top. On a computer it's next to the Day, Week and Month buttons. On a phone it's next to the view button. A number shows how many are waiting.
- Under Awaiting provider confirmation, tap a booking to open it.
To see them all in a list, tap View all pending. It opens Booking History filtered to Awaiting confirmation.
In Booking History, set Status to Awaiting confirmation to see every booking still waiting.
Accept or decline
Open the booking. The yellow banner shows who asked ("Requested by" and their name) and, for changes, what they changed.
- Tap Accept to take the client. The booking becomes Confirmed.
- Or tap Decline, type a reason in "Add an optional note…" if you like, and tap Submit Decline. The booking is Cancelled.
The booking then shows who responded and whether they accepted or declined, so the person who made it can see the answer.
Tip: Owners and managers can accept or decline on someone's behalf. That's handy when a staff member is off and a booking needs an answer today.
FAQ
Frequently asked questions
Why can't I change the status of a booking in my column?
It's waiting for a confirmation. While a booking shows Pending confirmation, its status is locked for everyone except the assigned staff member, owners and managers. Accept or decline it first.
What happens to the booking if I decline?
It's marked Cancelled and stays in Booking History with your note, so the teammate who booked it can see why.
Why is the approvals bell empty?
The bell is at the top of the Calendar. If it shows no number, there's nothing waiting for you. Only bookings made by teammates with Manage Entire Team Calendars access need approval.
Can I turn off approvals for one staff member?
Yes. Change their Booking Access to Full Team Calendar Control and their bookings for teammates go through without approval. Pick a lower level if they shouldn't book for others at all.
Can a manager approve bookings for a staff member?
Yes. Owners and managers see Accept and Decline on any booking waiting for confirmation.
Related guides
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