Manage bookings and replies

After customers start booking, you'll manage those meetings from Calendar → Bookings. This guide covers day-to-day booking work: finding a meeting, changing or cancelling it, adding AI meeting notes, and answering emails that attendees send back.

Before you begin

• You need an owner, admin, or editor role to open Bookings.
• You should already have at least one live booking link. See Calendar and booking links.

Find a booking

1. Open Calendar → Bookings.
2. Choose a tab: Upcoming, Past, Cancelled, or Rejected.
3. Type a name or email in Search attendee or booking and choose Search.
4. To narrow the list, choose Filters and pick an Event, a From date, and a To date. Choose Clear filters to reset.

Each booking shows its status: Confirmed, Awaiting host, Pending, Cancelled, or Rejected.

Choose View details to see the event, attendees, location, notes, and the answers to your qualification questions. If the attendee is in your CRM, choose Open CRM contact to go to their record.

Join, reschedule, or cancel

• Join meeting opens the video link for online meetings.
• Reschedule opens Reschedule booking. Pick the New date and time, optionally add a Reason (optional), and choose Save new time.
• Cancel booking asks Cancel this booking?. Confirming also cancels the calendar invitations and the event in your connected calendar.

What you should see: after a reschedule, the booking shows the new time in Upcoming. After a cancellation, it moves to Cancelled.

Tell the customer why you're changing things. A short reason in Reason (optional) helps.

Export bookings

Choose Export CSV to download the bookings in the current tab and filters. The file includes the booking ID, status, event, title, start and end times, attendees and their emails, location, and notes. It includes up to the first 1,000 bookings.

The file contains customer details. Store it somewhere safe and delete it when you no longer need it.

Add AI meeting notes to a booking

On paid plans that include the meeting notetaker, each upcoming confirmed booking has a Meeting notes menu:

• Use my default follows your automatic Meeting Notes setting.
• Add notes sends a notetaker to this meeting.
• Skip notes makes sure no notetaker joins.

When you choose Add notes, Spacebrain asks Add Meeting Notes?. Tick I confirm I am authorized to record and will notify all participants., then choose Add Meeting Notes.

The booking then shows its notes status, such as Notes scheduled, Recording, CRM notes ready, or Notes need attention. A chip such as Outside your capture scope or Exceeds recording duration limit explains why a meeting won't be recorded automatically.

Recording laws vary by country and state. Always tell attendees before you record. See meeting notes for the full setup.

When an attendee replies to a booking email

Booking emails come from a Spacebrain Calendar address. If an attendee hits Reply, Spacebrain forwards their message to the host so it doesn't get lost. It goes to the email address on the host's Spacebrain account. The host must still be an owner, admin, or editor in the workspace.

The forwarded email:

• Has the heading "Reply to your meeting" and says who replied.
• Shows the text of their reply.
• Attaches their original message, including any attachments, as a file named original-message.eml.

To answer: reply to the forwarded email. Your reply goes to the attendee.

Spacebrain doesn't forward automatic messages, such as out-of-office replies, mailing list messages, and bounce notices. It also doesn't forward messages that fail spam or virus checks, or very large messages. If you're expecting a reply that never arrived, contact the attendee directly.

Understand Insights

On paid plans, Calendar → Insights shows:

• Completed and Cancelled meetings in the last 30 days.
• Upcoming meetings in the next 30 days.
• Cancellation rate.
• Booking patterns, such as your Most popular event and Busiest weekday.

Example: if your cancellation rate is high and most bookings are made weeks ahead, try a shorter Booking window on the event, or add a reminder the day before.

If something goes wrong

• A booking is missing. Check the other tabs and clear filters. Search by email instead of name.
• Reschedule didn't update my Google or Outlook calendar. Check Calendar → Settings → Connections. If a connection says Reconnect required or Needs attention, reconnect it.
• The Meeting notes menu is missing. It only appears for upcoming confirmed bookings on plans that include the notetaker.
• A booking shows "Notes need attention". Open Calendar → Meeting Notes to see what happened. See meeting notes.
• An attendee says they replied, but you got nothing. Check the spam folder of the email address on your Spacebrain account. Automatic replies and messages that fail security checks aren't forwarded.

FAQ

Does cancelling a booking notify the customer?

Cancelling also cancels their calendar invitation, so the change shows in their calendar. Send a personal note as well if you can.

Can I reply to an attendee from Spacebrain Inbox?

No. Replies to booking emails are forwarded to the host's account email, not to Inbox. Answer from that email.

Are bookings added to the CRM?

When the attendee matches a CRM contact, View details shows Open CRM contact.

Next step

Set up meeting notes so every booked call ends with a summary.