Bookings & Sessions
What each booking status means
A reference for every status a Calso booking can carry — what puts a session into it, which actions it allows, and which ones you can never walk back.
The coloured badge on every booking is the shortest summary of where a session stands: whether it's holding your time, waiting on you, waiting on money, or finished. Knowing what each one means saves you from chasing a client who already paid, or waiting on an approval that Calso never intended to ask for.
Statuses appear in the Status column of the Bookings list in the sidebar, on the badge at the top of the booking detail panel, and in the Status column of an Export CSV download. The status dropdown on the Bookings list filters by the same seven values, so anything named below can be pulled up on its own.
The seven statuses at a glance
| Status | What it means |
|---|---|
| Confirmed | The session is locked in. It holds the time on your booking page, has a calendar event, and the client has a confirmation email. |
| Pending Approval | A request. The client picked a time, and Calso is waiting on you to approve or decline it. |
| Payment Pending | The client reached checkout on a paid session and hasn't paid yet. The time is held, not booked. |
| Completed | A session you ran and then marked done. The moment you mark it is kept, and shows as its own entry on that client's Activity timeline. |
| No-Show | A session the client didn't attend. |
| Cancelled | Called off by you or by the client, or declined. |
| Abandoned | A checkout nobody finished. Kept apart from Cancelled so it doesn't skew your cancellation numbers. |
The gold New badge next to a client's name is not a status — it just marks a booking you haven't opened yet, and it clears as soon as you visit the Bookings page.
What puts a booking into each status
Most sessions go straight to Confirmed: a free event type with no approval required, or a paid one the moment the payment clears.
Pending Approval only happens on an event type with Host Approval switched on in its Access tab — and only for sessions with nothing to charge, which means free sessions, sessions booked with a package credit, and pay-what-you-can sessions the client set to zero. A paid session on that same event type goes through Payment Pending and lands on Confirmed once the money arrives; it never stops to ask you.
Payment Pending is a held slot, not a booking. If the payment never arrives, Calso releases it automatically — usually within about ten minutes — and the time goes back on your booking page. A session you book on a client's behalf on a paid event type also starts here: they get a payment link by email, and the booking becomes Confirmed when they use it.
Cancelled covers four routes to the same place: you cancelled it, the client cancelled it themselves, you declined a request, or Calso auto-declined a package booking because the credits had run out. Abandoned is the narrower case of a client who opened the payment page, generated a charge, and simply left.
What you can do from each status
| Status | Available actions |
|---|---|
| Confirmed | Reschedule, Cancel booking, Mark as no-show once the session's start time has passed, and Mark as Completed once its end time has passed |
| Pending Approval | Approve, Decline, Cancel booking |
| Payment Pending | Cancel booking |
| Completed | Nothing. Session notes stay editable. |
| No-Show | Nothing, apart from the one-time package credit decision |
| Cancelled / Abandoned | Nothing |
Approve and Decline sit right on the row of a booking that's waiting on you. Mark as Completed also appears on the row once a confirmed session has finished. Everything else lives in the Booking actions menu at the end of the row, alongside View details and View client profile.
Opening the booking gives you the same actions as buttons along the bottom of the detail panel — Approve, Decline, Reschedule, Mark Completed, Mark No-Show and Cancel, again only the ones the status allows. Closing a session out reads Mark Completed here and Mark as Completed on the list row; it is one action under two labels. The panel is also how you close out a session from a client's record, since the session rows there carry no completion action of their own. Opening a booking from a client's record swaps the approval buttons for one more: a Remind that emails the client about an upcoming confirmed session.
The statuses that end the line
Completed, No-Show and Cancelled are final. A booking in any of them can't be cancelled, rescheduled, or moved to a different status, and there is no undo — if a client wants the time back after a cancellation, book them in again from their client record.
Two consequences worth planning around. First, marking a No-Show on a session paid with a package credit brings up Restore package credit? once, with Yes, restore credit and No, keep consumed. That answer is recorded permanently, so read it before you click — Mark a no-show and decide the credit walks through how to choose. Second, session notes go read-only from the moment a session starts and stay that way until you mark it Completed, so closing sessions out is what keeps your notes writable.
The one label the filter doesn't offer
When a client reschedules themselves through the link in their confirmation email, Calso keeps the original row and creates a new booking at the new time. The original is left carrying a plain rescheduled label — no colour, and no entry in the status dropdown. It is a record, not something to act on; the live session is the newer row. When you reschedule on a client's behalf instead, the same booking moves and you're left with one row.
Ready to work through the requests waiting on you? Start with Approve or decline a booking request, or narrow a long list first with Find, filter, and export your bookings.
Frequently asked questions
Why does a booking still say Confirmed after the session already happened?
Calso never closes a session out for you. Once the end time has passed, a Mark as Completed button appears on the booking's row in the Bookings list, and the same action sits at the bottom of the booking's detail panel labelled Mark Completed. Either one moves the session to Completed. Nothing breaks if you skip it — the session stays Confirmed and still shows in your history — but marking it done is what unlocks the session notes fields again.
What does the Abandoned status mean on a booking?
Someone reached the payment step for a paid session and never finished paying. Calso releases the time and files the booking as Abandoned rather than Cancelled, so the people who genuinely cancelled on you stay separate from the ones who simply closed the tab. There is nothing to do about an Abandoned booking — the time is already back on your booking page.
Can I undo a cancelled booking?
No. Cancelled, Completed and No-Show are final in Calso — there is no restore or undo. If a client wants the time back after a cancellation, book the session again from their client record or send them your booking link.
Why can't I reschedule a booking that's waiting for my approval?
Rescheduling moves a session that already holds its time, so it only completes on a Confirmed booking. Approve the request first, then reschedule it — or decline it and let the client pick a new time themselves.