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Must know
  • Available on plans that include Bookings (off by default).
  • Families pay at checkout before a reservation exists. With Require Approval on, the paid reservation waits as pending and holds no slot until you approve it.
  • Reject only marks the reservation Cancelled. No refund is issued, no message goes to the family, and booking lines can’t be refunded from the invoice refund dialog yet, so contact the family and settle the payment yourself.
  • Viewing, approving and rejecting reservations need the Edit Training permission. The Admin and Coach roles include it. Without it, the list won’t load.
Turn it on. Switch on Require Approval on the booking’s General step, or in the General tab of the Configure panel (the gear icon on the Bookings list). It applies to reservations paid for afterwards. Turning it off does not confirm reservations already waiting.
1

Spot pending reservations

Go to Registrations > Bookings. The table has a Pending column and the card view shows a badge such as “2 pending”. The sidebar badge counts pending reservations on Active bookings only and refreshes on your next full page load. Pending reservations never expire.
2

Open the booking

Click the booking’s name. Its Reservations card has a Pending tab (with a count) and a Confirmed tab. Tabs load 50 at a time, with Load more. Rows show the name, date, start and end time, attendees when more than 1, and when it was submitted. The card appears only when Require Approval is on or the booking has reservations. Rejected ones aren’t listed.
3

Approve or reject

Click Approve or Reject. Both act at once with no confirmation, show “Reservation approved” or “Reservation rejected”, and the row leaves the Pending tab.
Capacity check. If the booking has a capacity limit, approval adds up attendees on other Confirmed reservations the same day at overlapping times. If it would go over, you see “Approving this reservation would exceed the booking capacity of 10” (10 is an example). Pending reservations skip this check at payment but still must fit the availability window and slot times. What Reject does. The family has already paid, and rejecting doesn’t return it. A rejected reservation is final and can’t be approved again. The refund dialog greys out booking lines with “Bookings can’t be refunded yet”. What families see. At booking: “This booking requires admin approval. Your reservation will be pending until approved.” The family portal doesn’t show reservation status. Ask Hero. Ask Hero can list pending reservations and propose an approval or rejection for you to confirm, with the same permission and capacity check. Related: How do I create a bookable space or lesson? · How do booking slots and capacity work? · How are bookings priced and paid for? · Which purchases can I refund?