Learn Mokapen

Bookings Guide

The Bookings area is Mokapen's module for recording when a client or prospect books one or more bookable services: consultations, treatments, sessions, rentals, operational slots. Each booking has a name, status (Confirmed / Pending / Rejected), contact, services, date/time period, owner, privacy, location, and links to the rest of the CRM.

Access it from the Activities → Bookings menu. The default view is Calendar; you can switch to List. The module requires the Bookings app active, the correct permissions, and a suitable Premium plan — check availability on your plan and in your organization roles.

Role in the CRM and difference from Appointments

A booking in Mokapen is not just a calendar slot: it is a linked record to the service catalog and client contact, with a typical confirmation cycle for requests (including from public forms).

• Booking: request or slot tied to one or more bookable services and a contact. Typical flow: the client books (internally or via form) → the team confirms or rejects → the booking stays in client history and can link to opportunity, ticket, project.
• Appointment: meeting, call, or visit on the calendar with participants (Mokapen users, contacts, companies), organizer, and open/closed status — not necessarily tied to a service catalog. See the Appointments guide.

In practice: use Bookings when you sell or deliver service slots from the catalog; use Appointments for meetings and general agenda (demo, kick-off, stand-up). The two modules can coexist and link to other entities. Practical rule: every booking with a client deserves the correct Contact — so history stays on the client record, not only in the Bookings calendar.

Prerequisites: bookable services

In internal creation, the Services field lists only services marked as bookable (bookable filter in the select). If the list is empty you cannot complete the booking from the internal form.

1. Go to Sales → Services (catalog).
2. Open or create a service and enable booking (option / Enable booking on the service).
3. Return to Bookings and try again: the service appears in the select.

Mark as bookable only the services you really want to offer in the agenda or online. For public flows, booking-type forms use services, products, or availability configured in the form — align catalog and form before publishing the link.

Booking statuses

Status is not a kanban: you manage it from the dropdown in the action bar / creation. Three values:

• Confirmed — slot accepted. This is the typical starting status when you create the booking internally (the team has already validated).
• Pending — awaiting confirmation. Common after a public form request or when an operator wants to validate availability before committing the slot.
• Rejected — not accepted (slot unavailable, client not eligible, schedule conflict…). It stays in history and may generate notifications; you can archive later.

When changing status, Mokapen may notify owner and collaborators (email/notifications according to organization preferences) and, in some cases, update the contact on booking status.

Bookings page — top bar

The main page offers two views: Calendar and List, on the same operational model as Appointments.

• Calendar (default): see bookings over time; click on the event opens the record. Where supported you can move the slot (drag/move) — useful for rescheduling without reopening the whole form.
• List: table with search, user/team filters, columns (title, status, contact, services, dates, labels, collaborators…). Ideal for bulk actions and finding all Pending requests.
• New Booking: opens the creation modal.
• Actions: Archive (and trash if the plan includes it).

In List view, selecting rows with checkboxes shows the action bar: duplicate, archive, delete (and other actions available on your plan).

Booking record

Click an event in the calendar or a title in the list to open the side panel. With a suitable Premium plan you can open it as a full page: same content, more space, and convenient saving.

Action bar

• Status (dropdown): Confirmed, Pending, Rejected — see statuses section.
• Privacy (lock): Public (visible to organization members according to access rules) or Private (only owner, collaborators, and those with explicit access — not all organization members).
• Labels, Color, Attachments, Sticky notes (Premium).
• Copy link, + Create and connect / new connections.

Options menu (three dots)

• Duplicate: copies the booking; in the modal you can include checklist, connections, and attachments (if present).
• Archive / Restore: hides from operational views or returns to calendar/list.
• Delete (red item): confirm in modal; with a suitable plan soft delete (trash) or permanent deletion.

Record tabs

• Data — title, status, privacy, labels, color, contact (required if Contacts app is active; you can also create a contact on the fly), bookable services (required), date period, owner, collaborators (if data privacy is active in org), address (often prefillable with organization location), description, attachments, sticky notes.
• Connections — links to other entities (if your role is not read-only limited). See Related sections.
• Marketing — entity marketing fields, if used in your organization.
• Updates — timeline of changes on the full record.

Privacy and collaborators

Like on Appointments and other entities: collaborators are Mokapen users or teams who need visibility on the booking and to work on it, without being the client contact. Examples: the receptionist managing Pending requests; the professional delivering the service; a manager monitoring weekly load.

With private privacy (lock in action bar), the booking is visible only to the owner, designated collaborators, and those with explicit access according to privacy rules — not all organization members. Use private privacy for sensitive slots or VIP clients; leave public (according to org permissions) when the whole operational team needs to see the bookings agenda.

Related sections

• Connections — link opportunities, tasks, tickets, projects, documents, campaigns, and other enabled entities. Opening the contact you see linked bookings in history.
• Labels and Attachments — like on other Mokapen entities (signed confirmations, briefs, venue photos…).

The contact is already in the Data tab: it is still useful to add connections to deals or tickets when the booking is part of a sales or support journey.

Creating a booking

Internally (Calendar or List)

1. Open Bookings (Calendar or List) → New Booking.
2. Enter the name (required).
3. Set status (by default often Confirmed if you create it after agreeing with the client).
4. Choose or create on the fly the Contact.
5. Select one or more bookable Services.
6. Set the period (date/time daterange).
7. Optional owner, collaborators, address, description, attachments.
8. In the Connections tab add useful links, then Save.

From public form

The client fills in the booking form on the site or landing page: chooses what to book (services, products, or availability/appointments according to form configuration), date/time, and their details. In Mokapen the booking arrives — often Pending — to confirm or reject. The client may have a link to manage or cancel their booking if the form provides it. Before publishing the link: align bookable service catalog, organization closures/holidays, and form copy.

Editing a booking

1. Open the booking record.
2. Edit Data tab fields (contact, services, dates, description, owner, collaborators).
3. Update status when you confirm or reject a Pending request.
4. In Calendar, drag or move the slot if the interface allows — useful for quick rescheduling.
5. Save; changes may generate notifications to owner/collaborators and, in some cases, status emails to the contact.

Deleting a booking

Delete bookings created by mistake or test duplicates. Prefer Archive if the slot is complete and you want to keep history and connections without cluttering calendar and list.

Single deletion

1. Open the record → Options → Delete (red item).
2. Confirm in the modal.

With a suitable Premium plan the booking may go to trash (from which Restore or Delete permanently). On plans without soft delete deletion may be permanent immediately after confirmation — check plan and permissions.

Bulk deletion

1. List view → select with checkboxes.
2. Click Delete → confirm.

Archiving a booking

Archive is for completed or rejected bookings that should no longer appear in calendar and operational list, keeping connections and history — same logic as Appointments.

Archive single / multiple bookings

• Single: record → Options → Archive → confirm.
• Multiple: List → select → Archive in action bar.
• Restore: from Archive (Actions menu) or from record → Options → Restore.

Duplicating a booking

Useful for recurring slots with the same structure (same service and same client, new date).

1. Record → Options → Duplicate.
2. In the modal choose whether to copy checklist, connections, and attachments.
3. Confirm; update dates (and status if needed) on the new booking.

In List you can also duplicate multiple selected records if the action is available.

Booking views

Calendar (default)

Grid view to plan the operational week: each booking appears in the slot matching date and time. Click on the event opens the record. Ideal for seeing overlaps between services and load per day. Where supported, drag to move the slot.

List

Tabular list with search, user/team filters, and columns (title, status, contact, services, dates…). Select multiple rows for duplicate, archive, delete. Use List to work Pending queues and for analytical export if available.

Page view

Full-screen record (base Premium plan, where available): same content as the modal, more space for description, attachments, and connections.

There is no dedicated kanban: Confirmed / Pending / Rejected status is managed from the status field.

Bookings settings

From Organization settings → Bookings (authorized members) you manage preferences tied to services and slots — for example reference duration and, where exposed, slot capacity (how many concurrent bookings in the same time slot). Some settings UI areas may still be incomplete: verify in org what is actually operational before promising it to the team.

• Closures / holidays — in general organization settings you can set closure days: on those days bookings or other deadlines you cannot manage in time may be blocked.
• Fields / Card / Columns — if available for the booking entity in your org, follow the Fields, Card, and Columns guides.
• Apps and permissions — the Bookings app must be active; roles control who creates, sees, and edits.

Bookings reports

Where the Reports menu is available for Bookings, use it for volumes by period, status distribution, and load by owner or service — for analysis, not daily planning (Calendar remains for that). If you don't see dedicated reports, analyze from List with date and status filters, or link bookings to opportunities/tickets and use reports from those areas.

Public forms and self-service

Booking-type forms let the client choose what to book, date/time, and their details without entering Mokapen. After submission:

• in Mokapen the booking appears to manage (often Pending);
• the client may have links to manage/cancel their booking if the form provides them.

In the typical internal form the required field is on bookable services; public forms may also offer products or availability (appointments) according to module configuration. Always align catalog, closures, and form copy before publishing.

Use cases

• Studio / consulting: bookable service «60 min consultation» → form on site → team confirms → optional linked opportunity and follow-up task.
• Service center / clinic: multiple services in the same slot; slot capacity in settings if used; calendar to avoid double bookings.
• Rental / session: booking with long period (daterange) and venue address.
• After-sales: booking linked to ticket or order for on-site installation or training.
• Rescheduling: move on calendar or edit dates; update status and notify contact if the process provides for it.

Recommended processes

• Mark as bookable only the services you really want to offer online or in the agenda.
• Use Pending for form requests; confirm only after availability check.
• Always link the correct Contact: history stays on the client record.
• For internal meetings without a catalog service, prefer Appointments.
• Archive completed bookings to keep the calendar readable; delete only drafts and tests.
• Align org closures/holidays to avoid phantom slots.

Combine Bookings with Services, Contacts, and when needed Opportunities or Tickets for a coherent flow from request to delivery.

Frequently asked questions

Q: I don't see services in the select. Why?

A: Only bookable services appear. Enable booking on the service in Sales → Services catalog.

Q: Difference between Booking and Appointment?

A: Booking = slot on bookable services + contact + confirm/reject statuses (also from forms). Appointment = meeting/agenda with participants, no requirement for service catalog. Details in the Appointments guide.

Q: Why can't I access Bookings?

A: You need the app active, view permission, and a suitable Premium plan. Check with an organization admin.

Q: Can the client book on their own?

A: Yes, via public booking forms configured in Mokapen and published on your site or a landing page.

Q: What happens if I reject?

A: Set status to Rejected. History and notifications remain; you can archive later.

Q: Can I book products as well as services?

A: In the typical internal form the required field is on bookable services. Public forms may also offer products or availability (appointments) according to module configuration.