View, manage and export bookings for your team

Account Owners and Administrators can view all bookings across all booking pages, and export account booking data into a CSV file. Editors can view bookings from only booking pages that have been assigned to them. 

This feature is available on Teams plan.

View Bookings for all booking pages

From your Dashboard, click Bookings at the top navigation bar.

This will show the bookings for all booking pages on your account. On your bookings dashboard you can:

1. Clicking Filter and select a specific booking page to view bookings just for that team or team member.
2. Jump to a specific date to see bookings for that day
3. Export bookings to a CSV file, filtered by a certain date range
4. Click Details on a specific booking to see more information, edit booker details, or to cancel, reschedule, rebook, or delete. 

View Bookings for a specific booking page

Another method to view bookings is to click Bookings under the specific booking page. This method will take you to the bookings dashboard but only display bookings associated with that particular booking page. 

Manage Bookings for your team

The booker can cancel or reschedule the booking directly from their confirmation emails.

From the bookings dashboard, Account Owners, Administrators and Editors can cancel, reschedule and rebook bookings. All actions will generate notification emails to the booker about the change in the appointment. 

• Team members can also reschedule bookings by using the links in their confirmation email, or by manually moving the event on their calendar. 
• Team members can cancel a booking by using the link in their confirmation email, or by manually deleting the event on the calendar. 
• Manual actions to a booking will not generate any notification emails to the booker. 

Marking a booking as a no show

Once the booking has started until 1 week after the appointment ends, you have a chance to mark the booker as a no show. Marking a booking as a 'no show' will not stop any follow up emails from sending, and is currently only used for reporting purposes on your data export. 

Editing booker details

You can edit the email and phone number fields on a booking, as these are necessary for communicating with the booker. If other edits need to be made, you will need to cancel the appointment and ask the client to rebook ( or rebook on their behalf).

To edit a booking, click the Details button. Then click the pencil next to the email or phone number to make changes. Future emails or SMS will send to the corrected details. 

Export your bookings

Paid users can export their bookings into a .csv file that can be opened by any spreadsheet program (Microsoft Excel, Apple Numbers, Google Sheets, etc). 

To get a spreadsheet export of your booking, click the Export button in the top right corner of the Bookings page.

One-time export options 

This feature is available on the Professional and Team plans. 

1. Filter by booking start date to export all of the bookings that have occurred during a specific date range. Filter by booking created date to export all of the bookings that were made during a specific date range.
2. Choose to export data from one, some, or all booking pages on your account. Use the dropdown list to search for and select the booking pages you want to include, or click on ‘Select All’ to include all booking pages in the export.
3. Select the date range of the bookings you want to include. Selecting a date range that doesn’t match your filter will result in a blank or incomplete export. Select on Download now’ to have the .csv export downloaded immediately in your browser. If you would like to email the export to someone else in your organization, you can check the box next to "Also email export to" and add the email address.

Recurring export options: 

This feature is available on the Professional and Team plans. You can schedule your booking data export either weekly or monthly to automate receiving the export email.

1. Filter by booking start date to export all of the bookings that have occurred during a specific date range. Filter by booking created date to export all of the bookings that were made during a specific date range.
2. Choose to export data from one, some, or all booking pages on your account. Use the dropdown list to search for and select the booking pages you want to include, or click on "Select All" to include all booking pages in the export.
3. Select the frequency of the automated email.
   • Weekly export: This will include bookings that started or were booked, 7 days prior to the scheduled export date. You can select the day of the week that the email is sent.
   • Monthly export: This will be sent on the 1st of each month, and include bookings from the previous month.

Check your email and click on the Download now link to access your .csv file. The link is valid for 1 day. If the link expires, you will need to log in to your account to request one-time export to cover that period. Please note, the number of bookings that appear in your export will be impacted by the data retention period that is set on your account. 

Troubleshooting tips

• If you don't receive the email immediately check that the email hasn't been delivered to spam. The email will send from notifications@youcanbook.me with the subject line "Your bookings export is ready"
• Safari does not support CSV files
• All the data is in one column
• Export not displaying characters properly

For further questions, contact our team at support@youcanbook.me.
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