Bookings & Sessions
Reschedule a booking
Move a confirmed session to a new time from the booking itself, let clients move their own bookings inside the limits you set, and know exactly what gets re-sent when a time changes.
Plans move. When a client asks for a different time, you can put the session somewhere else in a few clicks — the booking keeps its payment, its package credit and its history, your calendar is updated, and the client gets a fresh invitation for the new time without you writing a single email.
Rescheduling lives on the booking itself. Open Bookings from the sidebar and find the session, or open the client from Clients and find it on their record — both routes lead to the same place.
Where the Reschedule action lives
Click a booking's row to open its detail panel and press Reschedule in the footer, or open the actions menu at the end of the row and choose Reschedule without opening the booking at all. Either way you land in a panel titled Reschedule Session, which shows the session you are moving under Current Booking so you can be sure you have the right one.
Move a session to a new time
- Open the booking and choose Reschedule
From Bookings, click the session's row to open its detail panel and press Reschedule at the bottom, or open the row's actions menu and pick Reschedule directly. The Reschedule Session panel slides in with the current date and time shown under Current Booking.
- Pick a new date
Under Select New Date & Time, the panel opens on the month the session currently sits in, and lists only the dates that still have room for this event type. Step forward and back with the month arrows; a month with nothing free reads No available dates this month.
- Pick a new time
Choosing a date reveals Available times for that day. The session's existing time appears greyed out and labelled Current so you can't move a booking onto itself. If the day has opened and closed since the list loaded, you'll see No slots available. instead.
- Confirm the move
Press Confirm Reschedule. The button reads Rescheduling... while Calso re-checks that the slot is still free, moves the booking, replaces the calendar event and emails the client. When it finishes you get Session Rescheduled and a Done button that closes the panel.
The Cancel button beside Confirm Reschedule only closes the panel — it does not cancel the booking. Nothing changes until you confirm.
If someone takes the slot between you opening the panel and confirming, the move is refused rather than double-booking you. Pick another time and confirm again.
Why a date or time isn't offered
The times you are offered are the same ones a client would be offered, computed fresh each time you open the panel. A slot is only listed when it clears every rule at once: it falls inside your weekly availability hours, it's far enough away to satisfy your minimum notice, it leaves room for your buffers, it's inside how far ahead this event type can be booked, and nothing on your connected calendar overlaps it. That last one is why a day that looks empty in Calso can still show no times — a personal appointment blocking the slot is doing its job. The buffers, minimum notice, and booking window article covers which of those settings to loosen if the panel feels too restrictive. The panel only ever changes when the session happens — the event type, its length and its price all stay as they were.
What the client receives
Confirming the move sends the client an email headed with the new date and time, carrying an updated calendar invitation and the joining details. Their old calendar entry is removed and a fresh one is created in its place, so accepting the new invitation is all they need to do.
If your session runs on a video link, the link may change: a Zoom meeting keeps the one it had, while a Google Meet link is reissued with the new calendar event. Ask clients to join from the most recent email, not the original confirmation.
You get a copy of the reschedule notice yourself. Both messages are controlled in Settings, under Reschedule confirmation for the client and Booking rescheduled for you — see choose which emails you and your clients receive. A move also fires the Booking Rescheduled trigger, so anything you have built on it runs; see automation triggers and actions.
Letting clients reschedule themselves
Every booking confirmation and reminder email carries a Reschedule link, and clients using the client portal get the same button on the session. The client confirms the email address the booking was made under, picks a new time from your live availability, and it's done — no message to you required.
Two things behave differently when the client is the one moving the session. First, you end up with two rows in Bookings: the original stays in the list marked rescheduled and the replacement sits at the new time, which what each booking status means explains in full. Second, if the event type requires your approval, the replacement arrives as Pending Approval rather than confirmed — the client has effectively re-requested the session, and it isn't back on your calendar until you approve it.
The limits that bind clients but not you
How late a client may move a session, and how many times, is set in Settings under Policies — and those limits take effect only once you have saved that policy for the first time. Set your cancellation policy and waivers walks through the settings and what happens before you save.
Neither limit applies to you. From the dashboard you can move any confirmed session at any time, as often as you like — including one that has already started but hasn't been marked completed or as a no-show, which is the graceful way to handle "something came up, can we do Thursday instead" after the fact.
When moving the session isn't the answer, the alternative is cancel a booking and choose the refund.
Frequently asked questions
Does rescheduling create a second booking?
Not when you do it. Moving a session from the Reschedule Session panel updates the same booking in place, so your list still shows one row at the new time. When a client reschedules themselves it works differently: the original row stays behind marked rescheduled and a replacement booking is created at the new time, so you see two rows for the one session.
Why can't I reschedule a booking that says Payment Pending?
A booking has to be Confirmed before it can be moved. Pending Approval and Payment Pending bookings still offer the Reschedule action, but confirming the move will fail because the session isn't holding the slot yet. Approve the request, or wait for the client to pay, and then reschedule.
Does the reschedule deadline apply to me as well?
No. The deadline and the maximum number of reschedules you set under Policies govern what clients can do on their own. When you reschedule from the dashboard, neither applies — you can move a confirmed session at any point, as many times as you need, including one whose start time has already passed.
Does rescheduling charge the client again or use another package credit?
No. Payment and package credits stay exactly as they were, whichever side moves the session. A session booked with a credit still counts as one credit at the new time, and a paid session is not re-charged.