Create a booking yourself and handle capacity warnings
Add a phone or walk-in booking in the admin, and understand when an existing booking can be saved over capacity.
On this page
Use a manual booking for a customer who contacts you directly or walks in. The event or service must be active and have availability.
Create the booking
- Open Bookings and click Add a booking.
- Choose a Service and, where applicable, a Variant and staff or resource.
- Select the date and time in the Schedule calendar.
- Enter the customer's name and contact details. Complete any required Intake Questions and add Internal notes if useful.
- Choose whether to Send confirmation email/SMS to the customer, then click Create booking.
The new booking is recorded with Unpaid payment status and an admin source. Creating it does not take the customer through Shopify checkout. If you collect payment separately, update the record only after you have confirmed the payment. See Refunds and payment status.
If the selected time is full
The new-booking form checks capacity when it saves. A full slot or a violated schedule rule returns an error; choose another available time or correct the event's schedule. The create form does not offer an override confirmation.
An existing booking is different. If you edit its schedule to a time that breaks capacity rules, the app can show Confirm booking over capacity with each warning. Click Save anyway only after checking the effect on customers already booked for that time. The app records the override and marks the booking with a capacity warning.
If an online order is already paid
An online order can be paid while availability changes. When its booking is processed, the app retains the booking and may mark it Overbooked and alert staff, instead of discarding a paid order. Open the booking, read the warning, and contact the customer if a new time is needed. The storefront and POS still check availability on their own. Saving an over-capacity edit in the admin doesn't let customers overbook at checkout.