How to Create and Approve a Client Booking

Learn how to manually create a booking for a call-in client, select custom service windows, bypass intake forms, and fully approve reservations.

July 11, 2026 By Jacek Krzciuk

This guide walks you through manually creating a pet care booking on behalf of a call-in client. By following these steps, you can schedule services, apply custom time-window fees, bypass pending intake forms, and fully approve reservations to keep your calendar up to date.

This process is designed for front-desk staff or administrators. Use this workflow whenever you need to manually enter a reservation for a customer over the phone or in person.

Creating a New Booking

Step #1: Click Book Client to open the reservation form. — Click **Book Client** to open the reservation form.

Step #2: Choose the correct date for the reservation on the calendar. — Choose the correct date for the reservation on the calendar.

Step #3: Select the client and the pet they are booking for. — Select the client and the pet they are booking for.

If the client only has one pet on file, the system will automatically select it for you.

Configuring Custom Time Windows

Step #4: If the customer needs an earlier drop-off than your preferred window, select the custom drop-off time. This will automatically apply any configured extra fees (e.g., + $ 21 fee). — If the customer needs an earlier drop-off than your preferred window, select the custom drop-off time. This will automatically apply any configured extra fees (e.g., **+ $ 21 fee**).

Step #5: If a late pickup is required, select the corresponding custom pickup time to apply its fee (e.g., + $ 19 fee). — If a late pickup is required, select the corresponding custom pickup time to apply its fee (e.g., **+ $ 19 fee**).

Step #6: Review the Price Estimate section to verify the total cost, including any premium packages or add-ons included in the service. — Review the Price Estimate section to verify the total cost, including any premium packages or add-ons included in the service.

Step #7: Click Book to officially create the reservation. — Click **Book** to officially create the reservation.

Managing Intake Forms and Approvals

Once the booking is created, it may sit in a pending status if the client has not completed a required intake form or needs to pay a deposit.

Step #9: Click on the newly created booking block on your calendar to view its details. — Click on the newly created booking block on your calendar to view its details.

Do not approve the booking immediately if you require the client to submit their intake form first. It should remain pending until completed.

Step #10: If you need to push the booking through anyway, click Bypass form. — If you need to push the booking through anyway, click **Bypass form**.

Step #11: Click OK to confirm you are overriding the form requirement. — Click OK to confirm you are overriding the form requirement.

Step #12: Click on the booking block on the calendar again to reopen the management module. — Click on the booking block on the calendar again to reopen the management module.

Step #13: Click Approve. — Click **Approve**.

Before the reservation changes to an approved state, you must select how to handle the required deposit. Choose from the following options:

Deposit Action	Description
Waive Deposit	Finalizes the approval immediately without requiring the client to pay the deposit percentage.
Request Deposit	Approves the time slot but sends a payment request to the client to pay their required upfront deposit.

Step #14: For this example, click × Waive Deposit to finalize the reservation without upfront payment. — For this example, click **× Waive Deposit** to finalize the reservation without upfront payment.

The booking block will now turn green on your calendar, indicating it is fully approved.

Step #15: If this client visits on a regular schedule, you can click Make Recurring from the right-hand panel of the approved booking to copy these settings into the future. — If this client visits on a regular schedule, you can click **Make Recurring** from the right-hand panel of the approved booking to copy these settings into the future.

Q: What happens if a customer needs an earlier drop-off or later pickup?

A: You can select specialized time windows during the booking process. The system will automatically apply any configured extra fees for those custom times.

Q: Why is a new booking sitting in a pending status?

A: The booking will remain unapproved if the client hasn't paid a required deposit or completed their prerequisite intake form.

Q: Can I approve a booking without a completed intake form?

A: Yes, administrators can manually override this requirement by clicking the "Bypass form" button on the pending reservation.

Term	Definition
Intake Form	A required document or questionnaire that a pet owner must fill out before their reservation is finalized.
Preferred Window	A business's standard timeframe for drop-offs and pickups that do not incur additional fees.
Recurring Booking	A scheduling feature that duplicates a single reservation across a repeating future timeline.