Bookings
Your day-to-day appointment ledger — find any booking, take payment, reschedule, cancel, and read the full money breakdown per booking.
Open Bookings in the sidebar. Where the calendar is your time-grid for when, Bookings is the ledger for everything — every appointment across every branch in one searchable list you can filter, open, and act on. The tiles across the top give you the day at a glance: Bookings today, Pending, Unpaid, and Revenue this week.
Create a booking
New booking opens the same sheet the calendar uses: Walk-in or phone-in — same fields the customer sees on the public booking page. Pick the Customer — start typing a name or number and it searches your client book, or creates someone new in the same step — then the Branch, the date and time, the Services + staff + tip, and finally How should this booking start? Two controls on this sheet are worth understanding before you use them.
Send confirmation to customer
Send confirmation to customer sits by the save bar and is on. Left on, Gloora messages the customer through your booking-confirmation automation — WhatsApp — and email if on file — via your booking-confirmation automation. Turn it off for someone standing at the desk who already knows, so you don't confirm the same appointment twice. If they have no contact details on file, the switch says so (This customer has no phone or email on file) rather than pretending to send.
A walk-in you're typing up afterwards
You can file a booking that has already happened, up to 24 hours into the past — a full day, so the 10am client nobody entered is still recordable that evening, and last night's walk-in can be typed up the next morning. Anyone on the desk can do it, not only an owner or manager: the receptionist is exactly who it exists for.
The footer says it plainly — Heads up: this date is in the past. Save will create a backfilled record. A backfilled record never messages the customer whatever the switch is set to (Backfilled record — no confirmation sent), because "your booking is confirmed" is the wrong thing to send someone hours after they walked out.
When the stylist is already busy
The time picker greys out the slots that clash. What happens if you take one anyway depends on the kind of clash:
- Only the prep or clean-up padding overlaps — the two services themselves don't touch. Gloora offers Book anyway, at any branch.
- A genuine double-book, in the future — offered at a branch with Allow overbooking on, after you confirm. Where it's off, Gloora names the branch and hands you a Branch settings shortcut instead of a dead end.
- A genuine double-book already in the past — always overridable inside the 24-hour window. Recording a visit that already happened can't take anybody's chair.
Find the booking you need
Search by name, phone, email, or booking code — the search box matches any fragment. Then narrow with the filters:
- Status — All statuses down to a single state (Confirmed, Completed, Cancelled, No-show).
- Payment — All payments, or isolate the bookings that still owe you money with Unpaid + partial.
- Date range — presets like Today, This week, This month, or a Custom range.
- Branch — one branch or All branches.
One-tap presets sit above the table for the questions you ask most: Today, Pending, Unpaid, No-shows, and Unpaid completed — the appointments that happened but were never charged.
Open a booking
Click any row to slide out the full detail. You get the Appointment (date, time, branch, code), the Services with the staff and price on each line, and a complete money breakdown under Totals: Subtotal, Discount, Tax, Total, and what's been settled so far as Amount paid (including any Deposit held). The Activity log at the bottom shows every change ever made to that booking.
The day-to-day actions
Take payment
Hit Record payment, enter the amount, pick a Method, and split the tip across the staff who served the client — all captured in one write. The Outstanding balance: is shown so you always know what's still owed.
Reschedule
Reschedule… opens a picker of the branch's real available times — closed days and already-booked slots are greyed out, so you can only move it somewhere that actually works.
Cancel or mark a no-show
Use Cancel or Mark no-show from the row's status menu. The client is notified on a cancellation and you get a few seconds to undo. If a payment was already taken, a refund can be issued.
A booking whose time has already passed can't be cancelled the ordinary way — choose the state that is true instead: Mark no-show if the client never came, Mark completed if you served them, or Void — replaced by another booking if you served them under another booking (a duplicate). A void is a silent cancellation: the client gets no message, the slot and any membership uses, loyalty points or stock go back, and it disappears from the day's numbers. It refuses if money was already taken on it — refund first. Never mark a duplicate completed: it would sit in your reports as a completed-but-unpaid visit.
Edit or refund
Edit booking changes services, staff, time, or notes — the server re-checks every rule (branch hours, staff schedule, double-booking) before it saves, so an edit never drifts into an impossible appointment by accident. Where an override is genuinely allowed it asks you to confirm; it never decides for you. To reverse a collected payment, Refund credits the client and updates the paid status.
A booking in the past stays editable as long as it is not completed — fixing the services or the staff on a walk-in you typed up late does not re-check the working hours of a slot that has already happened. A completed booking is locked, because its visit and spend already count for the client: use Reopen booking first, edit, then complete it again — the counters are handed back and re-applied, nothing is counted twice. If the client came at a different time than booked, reschedule the existing booking rather than creating a second one.
Closed months stay closed
Once a financial period is closed, its bookings lock — editing one would rewrite revenue and VAT you've already filed. Gloora blocks the change and points you to reopen the period or record an explicit correction instead, so your books can't drift out from under you.
Need to move several at once? Tick the checkboxes to select bookings, then confirm them together from the bulk bar or export the current view to CSV for your accountant.