Respond to requests
Confirm, ask a question or decline an appointment request, and follow the exchange up to the meeting.
When someone books a slot, their request lands in your appointment list with the Pending status. You then decide what comes next: confirm it, ask for a detail, or decline it. Every reply is passed on to the person, and the exchange stays visible in the record.
Spot pending requests
- Untreated requests carry the Pending status and are grouped under the matching tab.
- A counter shows how many requests are waiting, including in the page header.
- The Pending, Question, Confirmed, Declined, Completed and All tabs filter by state.
- The search bar finds a request by name, email, phone or subject.
Respond to a request
- On a Pending request, click Respond.
- The card recalls the requester, their subject, their message and the requested moment.
- Choose an action: Confirm, Question or Decline.
- Add a message for the person, then submit.
The three actions
| Action | Effect | Message |
|---|---|---|
| Confirm | Sets the agreed date and time | Optional |
| Question | Asks for a detail before deciding | Required |
| Decline | Turns the request down | Optional |
Tip: when confirming, you can adjust the agreed date and time. Useful if the requested moment does not quite fit but a nearby slot works.
Exchange before confirming
The Question action is for when a piece of information is missing. Your question goes to the person, who can reply: their answer comes back into the card and a New badge flags an unread message. You can then confirm or decline with full knowledge.
Note: pastoral exchanges are sensitive. The content of a request and your reply are only visible to authorised people.
Follow the state of appointments
Once handled, the appointment changes status and colour: amber when pending, green when confirmed, red when declined. A confirmed appointment shows the agreed date and time, keeping your diary readable at a glance.