Appearance
Manage Bookings
Every booking request lands in the Bookings hub. From your podcast, click Bookings in the sidebar.
The hub has three tabs: Board and Calendar for your bookings, plus Booking Links for the links themselves (see Create a Booking Link).
Who can manage bookings
Confirming, declining, canceling, rescheduling, and recording outcomes require the Host or Producer role. Co-Hosts see a read-only board and calendar. See Team and Roles.
The board
The Board tab shows six lanes, left to right:
| Lane | What's in it |
|---|---|
| Sent | Guest Network invites for this podcast, informational until the guest books |
| Pending | Booking requests awaiting your confirmation |
| Confirmed | Upcoming recordings on the calendar |
| Date Passed | Recordings whose time has passed, waiting for you to mark how they went |
| Published | Bookings whose episode has been published; they move here automatically when the episode goes live |
| Declined & Canceled | Declined requests and canceled recordings |
Bookings move between some lanes on their own: a confirmed booking flows to Date Passed the moment its slot time passes, and to Published when its episode goes live.
To act on a booking, open its card menu, use the buttons in the detail sheet, or drag the card: drag from Pending to Confirmed to confirm, or from Pending or Confirmed to Declined & Canceled to decline or cancel. Whichever way you start, a confirmation dialog opens before anything changes.
Search and filter
Once bookings exist, the toolbar offers a search box (matching guest names, emails, and episode titles), a booking-link filter when more than one link is in play, and a refresh button.
The booking detail sheet
Click any card to open the detail sheet. It shows:
- The guest's name, email, and phone, with the booking's status badge
- Schedule: the slot in your time, noting the guest's own booking time zone when it differs
- Join Google Meet and Open episode shortcuts when available
- Attendees: everyone on the booking, marked Primary or Additional
- Guest notes and Booking form answers from the form
- Guest research answers when AI research collected them
- Cancellation details for canceled bookings, and a small history of when the booking was requested and confirmed
Action buttons for everything the booking currently supports sit along the bottom.
Confirm a booking
Confirming is the moment everything real happens. Choose Confirm booking and the dialog explains what follows: confirming moves the episode out of pending status, creates or updates the calendar event with the attendees, and emails each attendee a link to their guest portal.
In detail, confirming a booking:
- Turns the pending episode into a draft, ready for show notes and prep
- Creates the Google Calendar event with every attendee invited and a Google Meet link (when your calendar is connected)
- Sends each attendee a confirmation email with the meeting link and their personal guest portal link
- Starts AI guest research, if the link collects research answers on a paid plan
If the recording month is full
When the recording month has no episode slots left on your plan, the confirm fails with an explanation and a View plans & episode packs button. The booking stays pending and your guest is never declined. Add capacity, or reschedule the recording into an open month and confirm again.
Decline a request
Choose Decline booking on a pending request. The guest, and any additional attendees, are notified by email, and the slot reopens on your public booking page. Anything you type in Reason (optional) is shared with the guest in the decline email.
Cancel a confirmed booking
Choose Cancel booking on a confirmed recording. The dialog is titled Cancel confirmed booking: the recording will not take place, all attendees are notified by email, and the calendar invite is removed. The episode, and any prep work in it, is kept. Anything you type in Reason (optional) is shared with the guest in the cancellation email.
Reschedule
Choose Reschedule on a pending or confirmed booking. Pick a new date and time from the link's real availability, then confirm. Every attendee gets an email with the change, and the calendar invite moves with it.
Group bookings where several people booked the same slot can't be moved as a unit. Cancel the booking and invite the guest to rebook at the new time instead.
Record outcomes
When a confirmed booking's time passes, it lands in Date Passed with an Awaiting outcome badge. From the card menu or detail sheet:
- Mark completed stamps the recording as done
- Mark no-show records that the guest didn't turn up
Outcomes apply immediately and are reversible: switch between them, or choose Clear outcome to return the booking to awaiting outcome.
Delete a booking
Delete booking in the card menu permanently removes the booking record. No email is sent. If it was the only booking on its episode, the pending episode is removed too. Deleting is available for pending requests and for bookings already in Declined & Canceled; it cannot be undone.
The calendar view
The Calendar tab lays the same bookings out on a month grid. Each booking is a colored chip matching its status (the legend below the grid covers Pending, Confirmed, Completed, No-show, Canceled, and Published). Use Today and the arrows to move between months, click any chip to open its detail sheet, and expand busy days via the "+N more" link.
Guest Network invites
The Invite from Guest Network button at the top of the hub takes you to the Guest Network to find guests. Invites you send appear in the board's Sent lane with a status of Awaiting reply, Accepted, Declined, or Expired.
When an invitee books through your link, their invite card gains a Booked badge and a View booking shortcut to the real booking on the board. The card menu also offers View network profile and Copy booking URL.
What's Next?
- The Guest Booking Experience: what your guest sees at each step
- The Guest Portal: where confirmed guests collaborate
- Automation: send reminders and follow-ups triggered by bookings