Managing bookings and notifications

Click a booking to confirm or cancel it, or mark it Completed or No-show. The guest gets an e-mail about every change, and you are notified of new bookings and cancellations. New booking records one by hand.

Statuses and actions

• Awaiting confirmation – came from the website while automatic confirmation is off. Approve it with Confirm.
• Confirmed – the time is taken. Cancel cancels it; you can give a reason, and the guest is e-mailed.
• Once the time has started, the booking can be marked Completed or No-show.
• Cancelled – the time is free again.

The details show the location, the guest's contact details and note, where the booking came from (Website, Entered by staff or AI assistant), the guest's earlier bookings and the customer the booking belongs to.

Customer in the CRM

Every guest becomes a customer automatically. The system first looks for an existing customer or contact by e-mail address, then by phone number; if none is found, it creates a new customer with the guest's name and adds the guest as its primary contact. So all bookings of a returning guest gather under the same customer. The customer's details follow the CRM's rules – the 24-month deletion set for bookings does not touch the customer.

Recording a booking by hand

New booking lets you pick a location (if there are several), a service, a provider (or Anyone available), a day and a free time, then enter the guest's details. Outside working hours lets you book a specific provider outside their hours. With an e-mail address, the guest gets a confirmation with a calendar file.

Notifications

• To you: the module's managers, the user linked to the provider, the provider and the business notification address are told about new bookings and cancellations. Whether by e-mail, in Demona or both is set in your notification preferences, under Appointments.
• To the guest: a confirmation with a calendar file (.ics) and a cancellation link, a confirmation when you approve, a reminder before the time, and a notice if the booking is cancelled.

Calendar and retention

Bookings also show on Demona's Calendar page (Booking filter), read-only. The guest's personal details are deleted automatically 24 months after the appointment; the booking itself stays, for statistics.

AI assistant

The AI assistant (MCP) – if you allow it when granting access – can read free times and bookings, and can propose a booking, a cancellation or a change of working hours. These happen only after someone approves them in Demona.