Managing Meetings and Bookings

Every meeting booked through StretchSchedule lands in your Bookings list. This is where you run the day-to-day: reviewing what's coming, updating details, and closing out meetings after they happen.

The Bookings list

Open Bookings to see meetings across all your event types. Each row shows the invitee, the event type, the start/end time, location, and a status:

• Scheduled — confirmed and upcoming.
• Rescheduled — moved to a new time.
• Completed — the meeting happened.
• Cancelled — called off.
• No-show — the invitee didn't attend.

The dashboard summarizes upcoming vs. past bookings so you always know what's ahead.

Booking actions

Open any booking to act on it. StretchSchedule supports these actions:

1. Reschedule — move the meeting to a new start/end time. The status becomes rescheduled.
2. Confirm — (re)set a booking to scheduled.
3. Complete — mark a meeting as done after it happens.
4. Cancel — call off a meeting, optionally recording a cancellation reason.
5. Assign — hand the meeting to a specific teammate by email (useful for round-robin overrides or coverage).
6. Delete — remove a booking entirely.

You can also edit a booking's core fields directly — invitee name, email, phone, company, location, and notes.

Editing invitee and meeting details

Select a booking and update:

• Invitee — name, email, phone, and company.
• Location — switch between Zoom, Google Meet, phone, in person, custom, or none, and set the value (link, number, or address).
• Notes — internal notes (up to 4,000 characters) about the meeting.
• Timezone — the meeting's timezone if it differs from your default.

Rescheduling in detail

1. Open the booking and choose Reschedule.
2. Pick a new start time (and end, or let the duration carry over).
3. Save — the booking status flips to rescheduled and the record keeps its history.

Invitees can also reschedule themselves from the private link in their confirmation, subject to your reschedule cutoff (see Scheduling Rules).

Marking no-shows and completing meetings

After a meeting, keep your records clean:

• Mark completed for meetings that happened — this feeds your past-bookings count.
• Mark no-show when an invitee doesn't attend. No-shows and cancellations are excluded from availability calculations, so they never block a future slot.

Contacts build themselves

Open Contacts to see everyone who has booked with you, grouped by email with their name and booking history. You don't maintain this list by hand — it's derived automatically from real bookings, so it stays current as people schedule with you.

A realistic example

A sales rep runs their morning:

1. Opens Bookings, sees three scheduled demos today.
2. A prospect emails asking to move; the rep opens the booking, chooses Reschedule, and picks tomorrow 15:00 — status becomes rescheduled.
3. One prospect doesn't show; the rep marks it no-show.
4. After a good call, the rep marks it completed and adds a note: "Wants pricing for 20 seats."
5. Later, the prospect who didn't show resurfaces — the rep finds them under Contacts by email and sends a fresh single-use link.

Tips

• Close out meetings promptly (completed / no-show) so your past-vs-upcoming counts and availability stay accurate.
• Record a cancellation reason — it's useful context if the person rebooks.
• Use Assign to reallocate coverage when someone's out, rather than cancelling and recreating.
• Add notes right after the call while details are fresh; they surface with the booking.

Troubleshooting

• A cancelled slot still looks busy. Cancelled and no-show bookings are excluded from availability — if a slot still won't offer, check buffers and other bookings around that time.
• I can't reschedule to a specific time. The new time must satisfy the event type's availability, buffers, and minimum notice; pick a slot inside an open window.
• An invitee says their reschedule link doesn't work. It may be past the reschedule cutoff, or the meeting was already cancelled — reschedule it for them from the Bookings list.