Bookings: The Complete Reference

Bookings lets people book time with you from your own website, pay if the service is paid, and receive confirmations and reminders without you lifting a finger. Everything lives under Bookings in the sidebar.

Calendar

The first page. It leads with what is happening now and next, shows the shape of today (your open hours with appointments, held times and busy time in place), four figures for the period on screen (appointments, hours booked, earned, held now), and the one thing that needs you, which you can hide. Below is the canvas: Day shows one lane per person, Week is the grid, Month shows how busy each day is. Tan means confirmed, a dashed outline means a customer is paying right now, grey means done, hatching means busy elsewhere. A group session appears once, with how many seats are taken. Click any appointment to open it.

Services

What people can book: name, how long it takes, how it happens (video, phone, in person at a place, or other), a price or free, who delivers it, what rooms or equipment it needs, seats, and booking rules (minimum notice, how far ahead, a daily limit, and how long before the start a customer may still change it). Each service has a web address, for example yoursite.com/book/discovery-call, shown in the editor with a copy button. Switch Live on to make it bookable. A draft service is hidden from your page and its address says it is not taking bookings.

Meeting links: under Where and how, type the link people should join (Zoom, Google Meet, Teams, or instructions). Each person under Staff can also carry their own meeting link; for a video service, the assigned person's own link is the one the customer receives. Gadura does not create meeting links for you.

Group sessions

Set Seats on a service to more than 1 and it becomes a group service. You open each session from New appointment: pick the service and a time, set the seats (or keep the service's usual number), and open it once or every week or fortnight. People then book a seat from your booking page, where each session shows how many seats are left; every seat is its own booking with its own payment, confirmation, reminders and self-service changes. The session's page lists who has a seat, lets you give someone a seat, change the number of seats (never below the seats already taken), move the session (everyone is moved and emailed) or cancel it (everyone is emailed). An hour before, each person gets their reminder and you get one with the headcount. Payments, if any, stay in Stripe until you refund them there.

Packs

Bookings, Packs. A pack is a number of sessions a customer holds and spends one booking at a time: give it a name, the number of sessions, which services it covers (none ticked means any), and how many days it stays valid. To sell it, create an Offer with the price under Sell, Offers and choose that Offer on the pack; every completed purchase of the Offer gives the buyer the pack by email within a minute. You can also give a pack to anyone from their page under Customers. The email carries a private booking link; booking through it takes one session instead of payment, the confirmation says how many are left with a link to book another, and a booking cancelled in time puts the session back. From New appointment you can book someone using their pack. Packs pay for single bookings, not repeating series.

Availability

Bookings, Availability. Switch on the days you work and set the hours, add days off or special hours for a particular date, and use Check a day to see exactly which start times a customer would be offered. No hours means nobody can pick a time, and the Calendar tells you so.

Staff, Locations, Resources

Staff are the people who deliver services, each with their own hours, days off, time zone and meeting link. A person linked to a Gadura team seat can connect their own calendar. Locations are places with opening hours; Resources are rooms and equipment a service needs. A time is offered only when everything a service needs is free at once.

Calendar connections

Bookings, Settings, Calendar connections. Connect Microsoft 365 or Outlook and Google Calendar. Gadura reads only whether you are busy, never event details, and keeps busy time out of your availability. Microsoft calendars also receive your confirmed bookings; Google is read-only. Your live webinars count as busy time automatically. If a connection stops working, the Calendar page asks you to reconnect it.

Your booking page

Your site address followed by /book lists every live service; each service has its own page. Add a Book link to your site's menu under Website, Pages, or place a Bookings block on any page of your site. Visitors pick a day and a time shown in their own time zone, the time is held for five minutes while they enter their details, and then a free service confirms at once. A paid service takes payment on the same page through your connected Stripe account, so Stripe must be connected under Settings, Payments before a paid service can be booked. The page says so honestly until then.

Waitlists: when a day has nothing free, a visitor can join the waitlist for that day. The moment a time opens up, the first person waiting is emailed and it is held for them for thirty minutes; if they do not take it, the next person is asked. You see and can remove waiting people in the service editor.

What the customer receives

A confirmation email from you with a calendar file attached, a page they can return to with Add to calendar and Google Calendar buttons, a reminder the day before and another an hour before, an email if the appointment is moved (with a new calendar file) and an email if it is cancelled. From their confirmation page they can move or cancel the booking themselves until the cutoff you set on the service; after that they reply to you. Reminders go only to bookings made from 12 September 2026 onwards, and only when the booking was made early enough for the reminder to make sense.

Appointments

Every booking, in time order, with a detail page: who it is for, who delivers it, where, payment, connected calendars, notes for your team, history, and every email it has sent. From here you can move it to another time the engine would offer, or cancel it. Cancelling releases the time and emails the customer if they were ever emailed. It never refunds; a payment stays in Stripe until you refund it there.

You can also create an appointment yourself under New appointment, once or repeating every week or fortnight (2 to 26 times, one email to the customer, with a Cancel the rest of the series button on any of them). The customer gets the same confirmation a site booking sends.

Customers

Everyone who has booked, with their appointments and their packs. New emails create a customer here; your Contacts are never changed.

Payments and refunds

Paid bookings are charged on your connected Stripe account at the moment of booking, and appear in Stripe with the booking reference. A full refund made in Stripe cancels the booking and tells the customer their money is on its way back. A partial refund is recorded and changes nothing else.

What Bookings does not do yet

Gadura does not create Zoom, Meet or Teams links; you add your own. There are no text-message reminders. Packs are sold through an Offer or given by you, not from the booking page itself, and they do not pay for repeating series.