Manage bookings made by a booker (assistant)

An assistant or coordinator often books meetings on behalf of other team members without hosting those meetings themselves.

With the Manage bookings booked by you permission, they can manage the bookings they created without getting access to every booking in the workspace.

Who is a booker?

A booker is a team member who creates a booking while signed in to NeetoCal.

For example, Priya is an assistant who books client meetings for three consultants. She does not host these meetings herself. If a client later wants to reschedule, Priya can manage the booking because she originally booked it.

How the booker is recorded

NeetoCal records the booker automatically when a workspace member creates a booking while signed in. This works on any scheduling link in the workspace, whether it is public or private.

The booker is recorded when the booking is created. Rescheduling the meeting or changing the host does not change the original booker.

Making sure the booker is always recorded

For scheduling links used only by your team, open the link's Access control settings and choose Private, logged in members only.

The person then has to sign in before booking, so NeetoCal can record them as the booker.

The other access control options, such as Secure with password or Only the invited people can access, do not require the person to sign in, so the booker is not recorded.

Allowing bookers to manage their bookings

The Manage bookings booked by you permission lets a member manage the bookings they created, even when someone else is the host.

They can:

• Reschedule or cancel the booking

• Approve or reject it

• Add guests

• Change the host

• Issue refunds

• Edit booking details

• Set meeting outcomes

• Resend confirmations

• Delete the booking

They cannot manage bookings created by other people unless another permission gives them access.

How the booking permissions differ

These permissions can be combined.

Setting up the permission

1. Go to Admin panel > General > Roles.

2. Select an existing role or create a new one.

3. Under Bookings, enable Manage bookings booked by you.

4. Assign the role to the assistant or team member.

They will now see the bookings they created in the Booked by me tab under Bookings.

Seeing who created a booking

NeetoCal shows who created a booking in the following places:

• Booking details: open a booking and check Booked by. This line appears only when the booking has a booker.

• All bookings view: use the Booked by filter, or click Customize columns and turn on the Booked by column. Bookings without a booker show Client.

• Exports: the exported bookings file includes a Booked by column.

Booked by shows who created the booking. Booked on shows when the booking was created.

Things to know