Activity Messenger Help Center Approve or reject booking requests When several booking requests share an invoice, you can approve or reject one, several or all of its pending bookings. Only the checked bookings receive your decision. Other pending bookings keep their status and their reserved times. Before you begin You need permission to approve booking requests. In the package editor under E-Commerce → Booking packages → Bookings, enable Require approval for client booking requests for packages that need administrator review. After the client submits a request, its requested times are held while it is Pending approval. Saving a card during this checkout does not charge it or confirm the booking. The package's payment settings determine what must be collected when you approve it, including any applicable membership payment rules. Find requests to review Open the Bookings calendar and click Approvals. The booking search opens with Pending approval selected. Find the request, then click Approve or Reject on its row. You can also open the client's invoice and use Approve or Reject in the pending-request notice. Both entry points open the same selection window. When starting from an invoice, check the selection before confirming: the first pending booking is selected initially. Choose which bookings receive the decision Review the invoice number and the list of pending bookings. Each booking shows its name, booking number, resources, dates and times. Check the bookings you want to approve or reject. When you open a specific booking from the search results, only that booking is checked initially. You can uncheck it and choose another. Use Select all to check every pending booking on this invoice, or Unselect all to clear the selection. These controls appear when there is more than one pending booking. Check the selected count. You must select at least one booking to continue. The list contains pending bookings on this invoice only. A checkbox represents an entire booking, including all dates listed under it; it does not let you decide individual dates within that booking. For example, an invoice contains three pending court bookings: Monday, Wednesday and Friday. To approve Monday and Friday, check those two and leave Wednesday unchecked. Wednesday remains pending and its time stays held. You can review it later and reject it separately. Approve the selection Review Charge on approval when a card payment is required. The amount updates with your selection. Applicable card fees may be added. Click Approve bookings, checking the count on the button. After completion, review the booking statuses and the invoice's payments and remaining balance. Required card payments are processed when you confirm approval. The selected bookings become approved after those payments succeed. An offline booking does not trigger a card charge; any unpaid offline balance remains on the invoice for collection outside checkout. A membership-specific offline rule can apply even when the package's default payment method is credit card. For a booking with a deposit, approval collects its outstanding required deposit rather than the full remaining booking balance. If the booking uses a payment plan, its remaining instalments follow that plan. Approving this selection does not approve or start collecting the other pending bookings. An unpaid membership purchase required by the selected bookings can be included in the approval payment. A membership shared by several bookings is charged only once. If approval cannot finish If payment fails, the selected bookings remain pending. Review the invoice's recorded payments before trying again. If several payments were required and one succeeded before another failed, the successful payment remains recorded; a retry collects only the amount still due. If the window reports changed information, click Refresh, review the new amounts and reselect the bookings. If it reports a payment already processing or a payment allocation requiring review, inspect the invoice before retrying. Reject the selection Check only the pending bookings to refuse. Optionally enter a Rejection note. The same reason applies to every checked booking and is included in the rejection notification and the logs. Click Reject bookings, checking the count on the button. The selected requests become rejected, their reserved times are released, and their unpaid charges and corresponding scheduled payments are cancelled. Other bookings on the invoice are preserved. A shared membership is kept when another active or pending booking still needs it. Rejection does not issue a refund. If a selected booking's related invoice items already have payments, the rejection is blocked. Review the payment and use the appropriate refund, credit or cancellation workflow instead. Already approved bookings are not included in this pending-request selection. Client emails and decision history Configure Booking approval communications in the package's Communication tab. Request received email template is used after submission, Request approved email template after approval, and Refusal email template after rejection. Notify staff of new requests selects the administrators notified of new requests. Decision emails identify the bookings affected by that decision. A shared invoice can still contain other pending or approved bookings; receiving an email about one selection does not mean the whole invoice was approved or rejected. Review booking statuses separately from the invoice's payment status. Booking and invoice logs record the decision and selected bookings. Rejection reasons are also available when reviewing rejected requests through Approvals. Related guides Set up resources and booking packages · Bookings with memberships and players · Refunds, credits and cancellations