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By the end of this page you can find any booking made through your meeting links and, from the same row, join the call, reschedule it, reassign its host, cancel it, or mark a no-show.
Where
Meetings→Bookings
Your role needs
Read access to Bookings read-meeting-links. Admin, Member and Viewer have it by default.
To create or change
create-meeting-links to add one, update-meeting-links to change one, on top of the permission above.
If you cannot find this in your sidebar, your workspace may have a custom menu configuration. Contact support and we will check it for you.

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Before you begin

  • A booking has to exist first. It is created when someone books through one of your meeting links, not from this page.
  • Reschedule, Reassign host, Cancel booking, Mark as no-show, Undo no-show and Send recovery email all need the update-meeting-links permission on top of the view access above. A Viewer has read access to meeting links but not update, so the row menu only ever offers them Join call and Copy manage link. The server checks the same permission, so a hidden action is a blocked action, not a missing button.

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Steps

1

Open Bookings

Go to . Four tabs sit across the top: Upcoming, Past, Canceled, No-shows. They are not four independent statuses, they are a server filter on two fields. A booking is stored as confirmed, canceled or a no-show; Upcoming and Past are the same confirmed bookings split by whether their start time has passed, while Canceled and No-shows each hold one of the other two stored statuses. That split is also why the same booking can never sit in two tabs at once.Three filters sit below the tabs: Meeting link, Host and Search by email. Search by email narrows the table to invitees whose address contains what you type. Picking a meeting link clears whatever host you had selected and narrows the Host list to that link’s own hosts; leave it on All meeting links and the list covers every host across every link instead.
2

Read a row

Each row shows the Invitee (name and email), the Meeting it was booked through, Date & time, the Host, and a Status chip. The chip reads the booking itself, not the tab you are on: a confirmed booking that has not finished yet gets a filled Upcoming chip, a confirmed one that has finished gets an outlined Completed chip, and the other two carry Canceled and No-show.Those two clocks are not the same clock. The tabs split on the start time, the chip flips on the end time, so a meeting that is running right now sits under Past with an Upcoming chip on it.
3

Join, reschedule or reassign an upcoming booking

Open the menu at the end of a row, under Actions. What it offers depends on the booking:
  • Join call opens the video link in a new tab. It only appears on a confirmed booking that has a video link and has not finished yet.
  • Reschedule opens a dialog with a Select a date & time calendar embedded in it: pick a date from the link’s own available days, then a time slot, with a timezone selector above defaulting to your own. Picking a slot surfaces a confirmation line before anything moves, and only Confirm new time actually submits it.
  • Reassign host only appears on a Round robin link’s booking, never on a Collective one. Its dialog lists every host on that link’s roster under New host, each with a Calendar ready or No calendar chip; the chip is informational, a host with no calendar is still selectable. Only the booking’s current host is greyed out, marked (current). Pick someone and confirm with Reassign.
4

Cancel, or follow up on one that fell through

Cancel booking is the last item in the menu and only shows on a confirmed booking that has not finished yet. It opens a dialog with a Reason (optional) field and a line saying the invitee will be notified by email, including that reason if you typed one. The dialog’s own confirm button is also called Cancel booking, so the way out without canceling anything is Keep booking. Confirming releases the time slot. There is no undo: nothing in the menu reopens a canceled booking.Once the meeting is over, Reschedule and Cancel booking drop out of the menu and Mark as no-show appears. It does not email the invitee by itself, but on a meeting link set up for automatic no-show recovery the recovery email goes out at that moment. The booking then moves to No-shows, where Undo no-show turns it back into a confirmed booking and emails nobody.A canceled or no-show booking offers Send recovery email, a short follow-up that apologizes for the miss and gives the invitee a link to pick a new time. Copy manage link appears on any booking that has one, and copies the invitee’s own self-serve link for rescheduling or canceling, so you can hand it to them directly.

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What happens next

Canceling, rescheduling, reassigning and marking or undoing a no-show all reload the table on the spot. A canceled booking leaves Upcoming for Canceled, a rescheduled one keeps its new time under Upcoming, and a no-show flips into the No-shows tab. Send recovery email and Copy manage link change nothing in the table, so they just confirm with a toast.
Canceling emails the invitee and every host on the booking, and rescheduling does the same while releasing the original slot for someone else to take.
Reassigning sends the invitee nothing from us: the only email we send goes to the new host. The invitee’s calendar does not stay quiet, though. The old host’s copy of the event is deleted, which makes that calendar send its attendees, the invitee included, its own cancellation, and a fresh event is then created on the new host’s calendar with the invitee on it again. If the swap matters to them, say so yourself rather than leaving two calendar messages to explain it.

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Troubleshooting

The meeting has to be over, not just started. A booking that is still running counts as upcoming even though the Past tab lists it, so it offers Cancel booking instead. A booking already canceled or already marked a no-show has neither.
It is built for round robin links only, where a booking can move from one host to another. A collective link puts every host on the same booking, so there is no single host to reassign, and the option never appears for one.
The server checks again as it saves, and can still refuse. Rescheduling fails if the time you picked is no longer free, or if the host who has to be there is busy then; reassigning fails if the host you picked is busy or is no longer on the link’s roster. Both also refuse once the meeting has started, even though the row still offers them until it ends. You get an error naming the problem, or a generic failure message if the server did not say more, and nothing is changed. Neither dialog closes: the reschedule one clears the date and slot you had chosen so you pick a fresh one, and the reassign one leaves your host selected so you can try another.

What invitees see

The portal, calendar and confirmation your invitee sees, plus the self-service page behind Copy manage link.

Hosts: round robin vs collective

How bookings are shared between hosts, and why a collective link never offers Reassign host.

Lead stages and the funnel view

The six fixed stages a lead moves through, and the drag-and-drop funnel board.