---
title: "Handling Bookings Reschedules"
description: "The booking management system allows you to track incoming meetings, cancel appointments, reschedule events, and automatically send confirmation and reminder notices. Whether you are managing your ..."
last_updated: "2026-10-18T12:52:20.057901+00:00"
canonical_url: "https://docs.calendar0.app/guide/how-to-guides/handling-bookings-reschedules"
---

## Overview

### Introduction

The booking management system allows you to track incoming meetings, cancel appointments, reschedule events, and automatically send confirmation and reminder notices. Whether you are managing your schedule from the dashboard or a guest is updating an appointment through a secure link, the software keeps your calendars synchronised and notifies all participants.

### Tracking Incoming Bookings

You can view and filter all appointments booked through your active scheduling links directly from your **Bookings** dashboard. Bookings are organized into tabs to help you manage your time effectively:

- **Upcoming:** Confirmed meetings that have not yet ended, ordered with the soonest first. These meetings show a live status indicator if they are currently in progress.
- **Past:** Confirmed meetings that have already ended, ordered with the latest first.
- **Cancelled:** All cancelled bookings, ordered with the most recent meeting first.

Each booking row displays the scheduled time, guest name, and associated link title. By using the menu options on any booking, you can view complete details, check custom answers, or trigger a cancellation.

```mermaid
flowchart TD
    A[Guest books a slot] --> B[System saves booking & updates calendar]
    B --> C[Confirmation email sent to guest]
    C --> D[Upcoming meeting tracked on Bookings dashboard]
```

### Cancelling Appointments

Both hosts and guests can cancel confirmed appointments before they end. When a cancellation occurs, the system updates the booking status, removes the corresponding event from the calendar, and sends email notifications.

1. **Owner-Initiated Cancellation:** Navigate to your **Bookings** dashboard, open the menu for the upcoming meeting you want to cancel, and select **Cancel**. You can optionally provide a reason before confirming the action.
2. **Guest-Initiated Cancellation:** Guests can access their secure management page using the link provided in their confirmation email. From there, they can click to cancel and enter an optional reason.

> [!NOTE]
> When a guest cancels an appointment, the organizer receives an email notification containing the cancellation reason and guest details. If the organizer cancels, only the guest receives the notice.

### Rescheduling Meetings

Meetings can be rescheduled by either the host or the guest without losing booking details or custom answers. 

- **Guest Rescheduling:** Guests click the reschedule link in their confirmation email to open the booking page, select a new available time slot, and confirm the change.
- **System Actions:** When a reschedule is processed, the software creates a new calendar event, updates the database record, deletes the old calendar event, and dispatches a reschedule notice email to the guest.

> [!WARNING]
> Rescheduling is subject to notice windows. If a meeting falls within a link's configured minimum notice period, guests cannot reschedule via their management page and must contact the organizer directly.

### Automated Confirmation Notices and Reminders

The system automates communications throughout the lifecycle of a booking to ensure everyone stays informed:

| Notice Type | Recipient | When It Is Sent | Purpose |
| :--- | :--- | :--- | :--- |
| **Confirmation** | Guest | Immediately upon booking | Confirms times, provides calendar links, and supplies a secure management URL. |
| **Reschedule Notice** | Guest | Immediately upon rescheduling | Updates the guest with the new meeting time and updated calendar details. |
| **Cancellation Notice** | Guest & Host | Immediately upon cancellation | Informs participants that the appointment has been called off, including any provided reason. |
| **Reminder** | Guest | 15 minutes before the meeting | Serves as a final prompt with a direct join link and management options. |

> [!TIP]
> Automated reminders use a secure leasing mechanism to prevent duplicate notifications. If an email send fails transiently, the system safely retries on the next check interval.

## Related

- [Creating Scheduling Links](https://docs.calendar0.app/guide/core-features/creating-scheduling-links)


## Sitemap

See the full [sitemap](https://docs.calendar0.app/llms.txt) for all pages in this wiki.