Control who can book an event type

Click Event Types in the sidebar, choose Edit on the event type you want, then click Access in the row of tabs beside Details and Availability. Everything here is stored by the single Save at the top of the page — with one exception, the cancellation policy, covered at the end of this article.

CalsoThe Access tab of an event type

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Host Approval — hold bookings until you say yes

Switch on Host Approval and no booking on this event type confirms itself. Each request is held as Pending Approval until you approve or decline it, the client is told their request has been submitted rather than confirmed, and the time is held so nobody else can take it. An Approval badge then marks the event type in your list.

One rule is worth knowing before you rely on it: approval holds bookings where nothing is charged at checkout. A free session waits for you, and so does one booked with a package credit. A session that takes a card payment does not — the payment settles it and it arrives confirmed. To screen clients for something you charge for, sell it as a package offering and approve the sessions individually.

If a client later reschedules one of these bookings themselves, their new time goes back into Pending Approval and waits for you again.

A group event carries the same switch, under a slightly different name and in a different place: Host Approval on the Access tab of a one-time event, Host approval on the Edit tab of a recurring series. It behaves the same way — the seat is held while the request waits, a paid registration confirms itself and skips the queue, and a package credit is only taken when you approve. The one difference is where you answer, because group registrations never enter Bookings: you approve or decline them on the group event itself. On a one-time event that is the Attendees list under the Capacity card on the Details tab, where a waiting client carries a Pending Approval marker with Approve and Decline beside it. On a series it is the Sessions tab, and — on a series with a fixed number of dates — the Enrollments tab. Run a group event or recurring series covers that side.

Package Only — sessions credits alone can buy

Package Only makes a session unbuyable on its own: it can be booked with package credits and no other way. Switch it on and the event type disappears from your public booking page and from any embed of it, which is usually what you want — clients arrive from the package they bought rather than browsing to it. It stays reachable at its own direct link, so you can still send it to someone who already holds credits.

At the booking page, a client enters their email, verifies it, and Calso shows the credits they hold. If they have none, the confirm button stays out of reach and they are offered the package offering instead. A Package only badge marks the event type in your list. The credits themselves come from the package offering you build.

Restrict Access — a named list of email addresses

Restrict Access limits an event type to people you name, one email address at a time.

1. Open the Access tab on the event type

   Click Event Types in the sidebar, click Edit on the event type you want to restrict, then click Access in the tab row across the top of the editor.

2. Switch on Restrict Access

   Flip the toggle beside Restrict Access. A single email field and an Add button appear underneath it.

3. Add each address you want to let through

   Type an address and press Enter or click Add, and it appears in the list below the field. Repeat for everyone, and use Remove beside a row to take someone off again.

4. Save the event type

   Click Save at the top of the page. A Whitelist badge now appears beside this event type in your list, confirming the restriction is live.

What a visitor actually sees

Turning this on takes the session off your public booking page and out of any embedded widget, and stops search engines being offered it. The direct link keeps working — that is the link you send the people you are inviting — but instead of a calendar they get a short card reading "This session is by invitation" with a single email field. Enter an invited address and the calendar opens; enter anything else and the card says the address is not on the invitation list and to contact you. It never confirms or denies whether an address exists.

Nothing about the session is readable before that check passes: not the open times, not the intake questions, not your waiver text. A visitor cannot hold a time slot either.

Who else gets through

The address has to match what the client types when they book, so someone using a personal address instead of the work one you listed is turned away.

Anyone holding a package whose credits cover this session is let through whether or not you listed them — your package clients never get locked out of sessions they have already paid for. Be aware that this is anyone holding one, not only the clients you invited: if the session sits in a package that is on sale, a stranger could buy the package and reach it. Calso now prevents that pairing from existing at all — a session with Restrict Access on cannot be added to a package you sell, and a session already in a package cannot be restricted until you take it out.

Post-Booking Redirect — send clients to your own page

Leave Post-Booking Redirect empty and a client sees Calso's confirmation screen after booking. Put a full web address in it — beginning with https://, such as https://yoursite.com/thank-you — and they see that confirmation briefly, then land on your page instead.

Calso adds the session's date and time to the address as query parameters, such as ?date=2026-10-08&time=09:30, in the time zone the client booked in (for a group event, your workspace's time zone). Nothing else is added: not the client's email, and not the booking's reference, because that reference opens the booking's own cancel page. Anything you put in the address yourself is kept as you wrote it. A page that ignores the parameters still works.

The redirect runs once a booking is confirmed: a free session, one booked with a package credit, or one paid by card or another payment method at checkout. A booking held for your approval ends on Calso's own confirmation screen, because it is not confirmed yet. Group events have the same field, and it works the same way.

Custom Confirmation Email — write the confirmation in your own words

The confirmation a client receives after booking opens with a standard greeting. The Advanced tab lets you replace that greeting with something you wrote — how to prepare, what to bring, the one thing you always end up saying twice. Click Advanced, the last tab in the row across the top of the editor, and turn on Custom Confirmation Email, headed Customize the email sent after booking.

1. Open the Advanced tab and switch the card on

   Click Event Types in the sidebar, click Edit on the event type, then click Advanced. Flip the toggle beside Custom Confirmation Email and Calso fills Subject and Body with a short draft so you are editing rather than starting at a blank page.

2. Write the subject line

   Subject is one line of plain text. Leave it exactly as it is, rewrite it, or clear it out entirely — an empty subject keeps Calso's standard one rather than sending an untitled email.

3. Write the message

   Body is a formatting editor, so bold, links and lists all survive into the email. Write it as a note to one person, because that is how it arrives.

4. Save the event type

   Click Save at the top of the page. The next booking that confirms itself on this event type gets your version; bookings already made keep the confirmation they were sent.

Filling in a client's details automatically

Both fields accept placeholders in curly brackets, and Calso swaps each one for the real value as the email goes out. Subject takes {guestName}, {eventTitle}, {hostName}, {date} and {time}. Body takes those five plus {duration}, {location}, {meetingUrl}, {packageTitle}, {creditsUsed} and {creditsRemaining}. Each list is printed under its own field, so you never have to remember them.

A body opening Hi {guestName}, see you on {date} reaches a client called Sam as Hi Sam, see you on Tuesday, September 8, 2026. Two are worth writing a sentence around rather than dropping in mid-flow: {time} fills in the whole slot, 10:00 AM – 11:00 AM, not just the start, and {duration} arrives as 60 minutes with the word already attached.

A placeholder with nothing behind it comes out as empty space rather than showing its own name. {packageTitle}, {creditsUsed} and {creditsRemaining} are blank for anyone paying session by session, and {meetingUrl} is blank for a session you hold in person — so a message built around one of those reads with a hole in it for half the people who get it. Keep the placeholders that always have a value, and say the rest in your own words.

This is the confirmation only. Cancellation notices, reschedule notices, and the reminders your clients receive keep their standard wording, and so does every other event type — the card belongs to the one you are editing. For a message that goes out at some other moment entirely, such as a follow-up the day after, build an automation instead.

Cancellation & Rescheduling Policy — different rules for one session

Every event type follows your workspace cancellation policy until you say otherwise. Switch on Cancellation & Rescheduling Policy and this one gets its own — the editor opens pre-filled with your workspace rules, so you adjust rather than start cold. You can allow or forbid client cancellations, choose a percentage or a flat fee, set the fee windows, and set a reschedule deadline and a maximum number of reschedules for this event type alone.

These rules are what a client meets behind the cancel and reschedule links in their confirmation email, and what Calso applies when you cancel on their behalf. Set your cancellation policy and waivers explains the windows and fees in full — set the workspace policy there first, then come back here for the event types that need to differ.

With access decided, the next thing to get right is what happens when a request arrives. Read approve or decline a booking request before you switch Host Approval on for anything you sell.