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Bookings Management Feature

Overview

The Bookings feature (/bookings) provides centralized management for appointments, meetings, and events with Google Calendar integration. This feature helps teams coordinate schedules, manage client appointments, and ensure proper calendar synchronization.

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Access Level: All authenticated users

Status: Production Ready

Last Updated: January 2025

Contents: Features · Usage · Status Workflow · Benefits · Best Practices · Troubleshooting

Features

1. Booking Creation

Create New Bookings: - Title and description - Contact association (from CRM) - User assignment (team member) - Start and end time selection - Timezone support - Location details - Meeting link (Zoom, Google Meet, etc.) - Status selection (scheduled, confirmed, cancelled, completed)

Booking Form: - Date and time pickers - Contact search and selection - User dropdown - Location input - Meeting link input - Status selector - Validation and error handling

2. Booking Management

Edit Bookings: - Update all booking fields - Modify date and time - Change contact assignment - Update status - Edit location and meeting links - Save changes

Delete Bookings: - Confirmation dialog - Permanent deletion - Calendar sync removal - Contact notification (if applicable)

Status Management: - Scheduled (default) - Confirmed - Rescheduled - Cancelled - Completed

3. Booking List View

Comprehensive Table Display: - All bookings in organization - Searchable content - Filterable by status - Responsive design

Booking Information: - Title - Contact name and email - Date and time (formatted) - Location - Status badge - Action menu

Status Indicators: - Scheduled (outline badge) - Confirmed (green badge) - Rescheduled (yellow badge) - Cancelled (red badge) - Completed (secondary badge)

4. Search and Filtering

Search Functionality: - Search by title - Search by description - Search by contact name - Real-time filtering - Case-insensitive search

Status Filtering: - All statuses - Scheduled only - Confirmed only - Cancelled only - Completed only

Date Filtering: - Upcoming bookings - Past bookings - Date range selection (future enhancement)

5. Google Calendar Integration

Calendar Event Sync: - Automatic event creation - Event updates on booking changes - Event deletion on booking cancellation - Google Calendar event ID tracking

Quick Actions: - Open in Google Calendar (direct link) - Join meeting (meeting link) - View event details - Sync status indicator

Calendar Features: - Guest added as attendee - Meeting link in description - Reminders configured - Timezone handling

6. Contact Integration

Contact Association: - Link bookings to CRM contacts - Contact picker with search - Contact information display - Contact name formatting - Quick contact access

Contact Benefits: - Unified contact view - Booking history per contact - Contact timeline integration - Deal association (future)

7. User Assignment

Team Member Assignment: - Assign bookings to users - User selection dropdown - User information display - Multi-user support (future) - Availability checking (future)

Usage

Creating a Booking

  1. Navigate to Bookings page
  2. Click Create Booking button
  3. Fill in booking form:
  4. Enter title and description
  5. Select contact (optional)
  6. Assign to team member
  7. Set date and time
  8. Add location or meeting link
  9. Select status
  10. Click Save
  11. Booking created and calendar synced (if Google Calendar connected)

Managing Bookings

  1. View Bookings: Browse all bookings in table
  2. Search: Use search box to find specific bookings
  3. Filter: Filter by status using dropdown
  4. Edit: Click action menu > Edit
  5. Delete: Click action menu > Delete (with confirmation)
  6. View Calendar: Click "Open in Google Calendar" (if synced)

Google Calendar Actions

  1. Open Event: Click "Open in Google Calendar" from action menu
  2. Join Meeting: Click "Join Meeting" if meeting link exists
  3. Sync Status: Check if booking has calendar event ID

Status Workflow

Scheduled → Confirmed

  • Booking is confirmed
  • Calendar event updated
  • Contact notified (if applicable)

Confirmed → Completed

  • Meeting completed
  • Status updated
  • Notes can be added
  • Follow-up tasks created

Any Status → Cancelled

  • Booking cancelled
  • Calendar event removed/updated
  • Contact notified
  • Slot freed up

Benefits

  1. Centralized Management: All bookings in one place
  2. Calendar Sync: Automatic Google Calendar integration
  3. Contact Integration: Link bookings to CRM contacts
  4. Status Tracking: Monitor booking lifecycle
  5. Team Coordination: Assign bookings to team members
  6. Conflict Prevention: See all bookings at once

Best Practices

  1. Consistent Naming: Use clear, descriptive titles
  2. Contact Association: Always link to contacts when possible
  3. Status Updates: Keep status current
  4. Calendar Sync: Ensure Google Calendar is connected
  5. Meeting Links: Add meeting links for virtual meetings
  6. Regular Review: Check bookings regularly

Troubleshooting

"Booking not syncing to Google Calendar" - Verify Google Calendar connection - Check calendar permissions - Re-authorize calendar access - Check for error messages

"Can't find contact" - Verify contact exists in CRM - Check contact search - Ensure correct organization - Create contact if needed

"Booking not showing" - Check status filter - Verify date range - Check search terms - Refresh the page

Future Enhancements

  • Recurring bookings
  • Group bookings
  • Booking reminders
  • SMS notifications
  • Payment integration
  • Booking analytics
  • Availability checking
  • Conflict detection

Last Updated: January 2025

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