Bookings, deposits and cancellations: avoid taking payment when a slot is full
A booking needs both a confirmed place and a payment record. Rescheduling, cancellations and refunds must follow the same rules.
The workflow illustrates a possible design and is not a client case study.
- Hold capacity
- Confirm payment
- Confirm or release
Why can a paid booking remain unconfirmed?
A customer has paid, but the booking is still pending. Another has cancelled, yet keeps receiving reminders. These problems arise when payment and availability are handled separately. Decide what should happen when two people book the last place, a payment arrives late or someone closes the checkout page.
Which booking rules should you check?
Calendly can collect payment when an appointment is booked. Try an existing product for straightforward appointments, then test your less usual rules. Shared rooms, instructors and equipment, visit credits and staged deposits may need more configuration or development. Check the plan’s limits before deciding.
Take one booking from hold to cancellation
Begin with one service and one payment method. Connect the temporary hold, payment confirmation, customer notification and release of a cancelled place. Give each booking a reference that links its payment and handling history. Agree refund conditions and who can approve them.
Test the final available place
Have two people book the final place at the same time. Then try delayed and repeated payment notifications, rescheduling and partial refunds. For bookings across time zones, include daylight-saving changes. Compare the customer’s result with the actual availability, payment and staff records.
Bring your service and cancellation rules
List your services, capacity, cancellation policy and current payment platform, with examples of awkward cases. Available payment methods depend on the service region and account settings; you can add them in stages.