Appointment Requests
When clients book sessions through their portal, they appear as appointment requests — they’re not automatically confirmed. You review each request and decide whether to accept or decline it.
Whether clients can book appointments depends on your Client Portal Settings. If booking is disabled, clients cannot submit requests and you schedule everything manually.
Where to Find Requests
There are two ways to access pending appointment requests:
Option A — From the Calendar:
Click the Requests button (top right of the Calendar page). A badge shows how many requests are waiting.
Option B — From the Appointments page:
Go to Calendar → Appointment Requests in the sidebar. Here you’ll find a full list of all pending requests.
[Screenshot: Calendar page with “Requests” button showing a badge with pending count]
Reviewing a Request
The Appointment Requests page shows:
- Client name
- Requested date & time
- Session type (online or in-person)
- Date the request was submitted
Click on any request to see full details before deciding.
[Screenshot: Appointment requests list with columns for client, date, type, and actions]
Accepting or Declining
Find the Request
Open the Appointment Requests page. You’ll see all pending requests listed.
Review the Details
Check the date, time, and session type. Make sure it fits in your schedule.
Accept or Decline
Click Accept ✓ to confirm the session — it will appear on your calendar as confirmed.
Click Decline ✗ if you can’t accommodate the request — the client will be notified.
[Screenshot: Accept and decline buttons on a request]
Recurring Appointment Requests
If a client has requested a recurring series of sessions, you can accept or decline it for:
- This occurrence only — Accept just the one date requested
- The entire series — Accept the recurring series going forward
The same options apply when declining.
Bulk Actions
Need to process multiple requests at once? You can select several requests using the checkboxes and then:
- Accept all selected — Confirm multiple sessions in one click
- Decline all selected — Decline multiple requests at once
[Screenshot: Multiple requests selected with bulk action buttons]
Tips
- Act quickly on requests — Clients are waiting for confirmation. Try to respond within 24 hours.
- Check your calendar first — Make sure you don’t already have something scheduled at the requested time.
- Communicate changes — If you decline, consider sending the client a message to suggest an alternative time.