Booking page: approve each request, group sessions and webhooks

Three settings, three needs

These settings are for people whose appointments are not all alike: coaches and therapists who want to screen a first meeting, trainers and instructors who host a group, freelancers and small teams who keep their sign-ups in another tool.

The first two are set page by page, in the “Advanced features” section of the booking page, which is collapsed by default. Webhooks are set once, in your Settings, for all your pages.

Approve each request before confirming it

With approval, a booking becomes a request. Your guest picks a slot as usual, but the appointment is only confirmed when you accept it. In the meantime the slot is held for them: nobody else can take it.

It helps you screen a first meeting, or keep control of your calendar without giving up online booking.

• To turn it on, open your booking page, expand “Advanced features” and switch on “Approve each request before confirming it”. The creation assistant offers the same setting at the “Your booking rules” step.
• Keep a minimum notice of at least 24 hours before an appointment: Calenoo recommends it so that you have time to reply.

Accepting or declining a request

• Each request reaches you by email, with the person’s name, email address and message, the requested slot and the reply deadline.
• The Accept and Decline buttons open a page where you confirm your choice: nothing is decided just by opening the link.
• You can also reply in the app, in the “Requests to approve” list of your booking pages.
• If you decline, you can add an optional message of up to 500 characters; the person receives it with a link to pick another slot.
• With no reply within 48 hours, or at the appointment time if that comes first, the request expires and the slot is released. Calenoo sends you a reminder halfway through, if more than an hour is still left to reply.

What the guest experiences when they make a request

• They see “Request sent” with the reply deadline: the slot is held for them in the meantime.
• They receive a “Request sent” email, with no calendar invitation until you accept.
• From that email they can move their request or withdraw it.
• When you accept, they receive the usual confirmation, with the .ics file and the video call link if there is one. The appointment is added to your calendar if you have linked one.
• If you decline or the request expires, they are told by email and the slot is released.
• So that a single address cannot block your slots, a person can have at most 3 open requests with you, across all your pages. After that, they have to wait for a reply.

Group sessions: several seats on the same slot

By default a slot takes one person. With group sessions, several people book the same slot until it is full: a workshop, a group class, an introductory session.

The “Seats per slot” setting goes from 1 seat, a one-to-one appointment as before, up to 100 seats. From 2 seats, your page becomes a group page.

• To turn it on, open your booking page, expand “Advanced features” and choose the number of seats under “Seats per slot”.
• A group page has a single duration: the page’s default duration. Slots follow your usual availability.
• Each slot shows its remaining seats and disappears from the page once it is full.
• One email address can take only one seat per session.
• The daily maximum counts sessions, not participants: a session of 8 people counts as a single appointment.

Group sessions: what participants see and what you receive

• Each participant books as for a one-to-one appointment: they get their own confirmation with their own .ics file, and can move or cancel their seat without touching anyone else’s.
• Participants do not see each other: no names, no addresses. Their email only says it is a group session and gives the number of seats.
• They all share the same video call link, if the page offers video calls.
• Your linked calendar gets a single event per session, for example “Saturday workshop — 5/8”, with the participants’ names in the description and no email addresses. It is created at the first confirmed participation, updated at every sign-up and withdrawal, and deleted once nobody is signed up.
• You receive an email at every sign-up and every withdrawal, with the number of seats taken.
• In the app, your upcoming appointments are grouped by session, with the number of people signed up and the participants. You can cancel one participant or the whole session; the people concerned are told by email.

Webhooks: send every booking to another tool

A webhook is a web address that Calenoo calls at every event. When a guest books, moves or cancels an appointment, Calenoo sends the details to the tool of your choice: an Airtable base, or any tool able to receive an HTTPS webhook (Zapier, Make, n8n…). That tool files the booking in a table, notifies someone or triggers further actions.

• You set it up once, under Settings › Webhooks, and it applies to all your booking pages. You can save up to 3 addresses.
• Calenoo sends every event: booking, request, acceptance, refusal, expiry, reschedule and cancellation. Your tool reads the “event” field and keeps the ones it needs.
• Deliveries use HTTPS. The signature is optional, for tools that can check it; according to Airtable, its trigger does not check a signature (source, read on 2 November 2026).
• The “Send a test” button sends a complete sample booking so that your tool discovers every field.
• If your tool goes down, Calenoo makes up to 8 attempts. After 5 deliveries in a row with a final failure, the address is disabled and you receive an email.
• Each delivery contains the guest’s name, email address and message. It never contains the links to manage the appointment, the IP address, your email address or your calendar references.
• Step by step for Airtable, data format and signature check: see the help page Webhooks: send your bookings to Airtable.

Three concrete examples

• A screened first meeting. A coach turns on approval on her “Intro call” page. Each request reaches her with the person’s message. She accepts the ones that suit her, declines the others with a short explanation, and requests left unanswered expire on their own after 48 hours at most.
• The Saturday workshop with 8 seats. An instructor creates a “Saturday morning workshop” page with 8 seats per slot. Sign-ups arrive one by one, the page shows the remaining seats, and his calendar shows a single event, “Saturday morning workshop — 5/8”, with the names of those signed up.
• Sign-ups in Airtable. A freelance trainer connects her booking page to an Airtable base with the “When webhook received” trigger. Every sign-up, reschedule and cancellation updates the same row, thanks to the booking ID (booking.id).

Combining approval and group sessions

Both settings can be on for the same page, for example for a workshop where you want to accept each sign-up.

• Each open request already holds a seat. A session of 8 seats with 8 open requests is full for everyone else, even if you have not accepted anything yet.
• A declined, expired or withdrawn request frees its seat.
• The session’s event appears in your calendar from the first accepted request. The “5/8” counter only counts accepted participants.
• With webhooks, every request and every decision goes to your tool, for each participant: first booking.requested, then booking.accepted, booking.declined or booking.expired.