Accepting Your First Booking

FoxCLM gives you a public booking page where new or existing clients can pick a time and request a session. You review each request, assign a staff member, and approve or reject. This tutorial shows the full flow from both sides.

Part 1: The client's view

Each Booking Type (e.g. "Free Trial Session", "1-on-1 Lesson", "Group Class") has its own public URL. When a client opens that URL, they see a calendar with your available time slots.

Key elements:

• Title and description - what you called this booking type (configured in Settings -> Booking Types)
• Calendar - switches between week and month views. Orange slots labelled "Available" are open to book; grey slots labelled "Full" are already taken or blocked. (The pale-yellow column is just today's date.)
• Today / prev / next - navigate dates, one week at a time; only dates from today onward are bookable
• Language selector - clients can switch language if you have i18n enabled

After picking a time, the client enters their name, email, phone, and optional message. They click Submit and the request lands in your Booking Requests inbox.

Part 2: The Booking Requests page

Click Bookings in the sidebar to open your inbox.

The top bar shows:

• Booking Requests heading with a "N pending" badge - your current backlog
• Status filter - show All / Pending / Approved / Rejected / Cancelled
• Columns - toggle which columns you want to see (Name, Email, Phone, Type, Slots, Requested Time, Message, Staff, Status)

Each row is one request with:

Column	What it shows
Name / Email / Phone	Guest contact details
Type	Which booking type they picked (e.g. "standard-session", "trial-session")
Slots	How many slots they requested (1/1 = single slot)
Requested Time	The time slot they picked
Message	Free-form note they wrote
Staff	Who is assigned to handle this request
Status	Pending / Approved / Rejected / Cancelled

Pending rows have additional Approve and Reject buttons on the right.

Part 3: Assigning staff

If you have multiple staff or collaborators, each booking needs someone to handle it. Click the Assign button on any unassigned row (or Change on an already-assigned one) to open the assignment modal:

The modal lists every workspace member with:

• Availability indicator - green dot if the person is available at the requested time, grey if not
• Name and email
• Assign button

Click Assign next to the person you want to handle the booking. They'll receive a notification.

If nobody is available, the dots are all grey - you'll need to negotiate a different time with the client or decline.

Part 4: Approving or rejecting

Once a staff member is assigned, click Approve or Reject on the row:

• Approve - FoxCLM creates a session on the calendar, marks the request Approved, and sends the client a Booking Confirmed email (as long as the booking type has confirmation email enabled - it is on by default).
• Reject - the request is marked Rejected and the client is sent a Booking Request Update email inviting them to pick another time.
• Cancel - for previously approved bookings that need to be undone. The client is notified and the session is removed from the calendar.

The confirmation email looks like this:

The Reschedule and Cancel Booking buttons only appear when the booking type has a reschedule and/or cancel window configured; otherwise the email shows a "please contact us" note instead.

Auto-confirm booking types skip the queue entirely - the client gets the confirmation email the moment they submit.

Automating with workflow actions

Approve, reject, and cancel already send their emails automatically - you do not need to wire anything up for the basics. For anything beyond that, attach workflow actions to the relevant statuses. The actions that apply to bookings are:

Action	Outcome
send_email	Send a custom email (e.g. a welcome note or reminder)
create_notification	Drop an in-app notification for your team
call_webhook	POST the booking to an external system
sync_to_wrapped_booking	Map a workflow status change back onto the booking request (advanced)

There are no per-event send_booking_* actions - the confirmation and rejection emails are built into the approve/reject buttons above.

Setting up a booking type

For this tutorial we used the seeded Free Trial Session booking type. To add your own:

1. Go to Settings -> Booking Types.
2. Click + New Booking Type.
3. Configure:
   • Name and Title - short name and public-facing title
   • Description - what the session is
   • Slot duration - 30 / 60 / 90 min
   • Buffer - padding between bookings
   • Advance days - how far ahead clients can book (e.g. 30)
   • Min notice - how close to the start time clients can still book (e.g. 15 min)
   • Include weekends - whether Saturday/Sunday are bookable
   • Booking mode - requires approval (requests land in your inbox) or auto-confirm (the session is created and confirmed the moment the client submits)
4. Save, then click Share to get the public URL.

Copy that URL into your website, email signature, or marketing pages.

What's next

• Availability Rules - control when clients can book
• Workflow Actions - automate confirmation and rejection emails
• Your First Session - the calendar view