Approve or reject bookings
If you'd rather check each booking before it's final, turn auto-approve off in your booking settings. New bookings then arrive as requests, and nothing is confirmed until you say so.
Where requests show up
Two places, and they stay in step with each other:
- Your dashboard — the Bookings to approve list on your overview.
- Your email — every owner gets a message per request, with Approve and Reject buttons.
The email arrives in the language you picked under Language for emails and notifications you receive.
Deciding from the email
Tap Approve or Reject and you'll land on a page showing the booking — who it's for, which service, when, and the price. Check it, then confirm with one tap.
You don't need to be logged in. The link is signed and personal to you, so it works straight from your phone.
A few things worth knowing:
- The link is good for 72 hours. After that, decide from your dashboard instead — nothing is lost, the request is still waiting.
- One decision per booking. If you already handled it (or a colleague did), the page tells you so rather than deciding twice.
- Rejecting refunds the customer. If they've already paid, the refund is issued automatically as part of the rejection.
Deciding from the dashboard
Open Bookings to approve on your overview, open the request, and choose Approve or Reject. Same outcome as the email — it's the same decision, just a different door.
If the request was already handled somewhere else — from the email, by a team member, or from another device — the dashboard tells you so in plain words ("This booking cannot be updated in its current state") and changes nothing. Close the dialog and refresh to see where it landed.
What the customer sees
- Approved — a confirmation email with the appointment details. It's now in both your calendars.
- Rejected — a message that the appointment isn't going ahead, plus an automatic refund if they'd paid.
Either way they hear back from you, so a request never goes quiet.
Who can approve
Only the studio owner. Your team can see bookings, but deciding on a request is an owner action — so if a team member follows an approval link, they'll be told they don't have permission.
If a booking is assigned to a specific team member, they're emailed about it too, so they know what's coming.
Turning approval off again
In Settings → Booking, switch auto-approve back on. New bookings are then confirmed immediately and no request emails are sent. Any requests already waiting still need your decision.
Rejecting a booking the customer already paid for
If the booking was paid online, rejecting it does two things, not one: the money goes back through Mollie, and a credit note is written against the original invoice. The credit note is what your bookkeeping and the tax authority need — a paid invoice cannot simply disappear, it has to be reversed by a second document that says so.
You will see both afterwards: the original invoice stays in your list marked refunded, with a credit note beside it for the amount that went back.
The same applies if you refund a payment directly in your Mollie dashboard instead of through Bookbaar: the invoice is marked refunded as soon as Mollie tells us, and your dashboard will ask you to write the credit note — one click, so the reversal is documented properly.
This is the same whether you reject from the Reject button in the booking request email or from your dashboard. If you kept a late-cancellation fee, the credit note covers only the part you refunded, and the difference is what you actually earned.
Credit notes have their own numbering, separate from your invoices: an invoice
is 2026-0007, a credit note is CN-2026-0003. They are counted separately on
purpose — if a credit note took the next invoice number, your invoice numbering
would have a hole in it wherever you'd issued one, and an unexplained gap in an
invoice sequence is exactly what a tax inspection asks about. Two credit notes
issued at the same moment get two different numbers, so a busy morning of
cancellations can't collide.
When a credit note is missing
Very occasionally the refund goes through and the credit note behind it doesn't get written — a hiccup between us and Mollie, at the wrong second. When that happens we don't leave you to find out from your accountant.
You'll see it in two places:
- Your overview, as Refunds without a credit note, with a count.
- Your invoices, where the row is marked credit note missing in red. The filter Credit note → Missing shows you just those.
Open the invoice and choose Create credit note. We write it against the refund that actually went through, so if you kept a late-cancellation fee the credit note covers only the part your customer got back. Once it exists the row disappears from that list on its own — there's no box to tick.
If our own records don't show the refund, we ask Mollie rather than guessing — and then tell you which of three things happened:
- Mollie has the refund. We take it into your books and write the credit note in the same click. Nothing else for you to do.
- Mollie has no refund on that payment. Then the refund never went through: the money is still with you, so we put the invoice back to paid. If you meant to refund it, refund it again from the booking.
- The refund is still settling. Refunds take a moment to register at Mollie, so if you got there first we say so and ask you to try again in a few minutes — better than writing a document for money that is still moving. A refund from the last few minutes isn't listed as missing at all, for the same reason.
If we can't reach Mollie at that moment, we say that too, and we don't write anything. Check the payment in your Mollie dashboard and tell us what you see — we'd rather say "we don't know yet" than invent a tax document.