Editing a booking and changing its client
Updated on Thursday 15 October 2026
What you can change on an existing booking, its client included: who can, who gets told, and how it differs from Reschedule.
A pending or confirmed booking can be corrected in full from Edit booking: the client, the location, the professional, the services, the day, the time and the notes. Changing one thing is one save; everything else stays as it was.
Where to find it
| From | How |
|---|---|
| The booking page | Edit booking button, at the top, next to New booking. |
| The booking popup on the Calendar | Edit booking button, next to Reschedule. |
| The Reschedule popup | Open full form link, at the bottom. |
The professional’s calendar (/p) |
Edit booking button on the booking page. |
The button only shows while the booking is pending or confirmed.
What you can change
It’s the same form as New manual booking, opened with everything the booking already has. At the top it shows the Current slot, and in the list of times the one the booking holds comes ticked and labelled “current”.
| Step | What you change |
|---|---|
| Location | The branch. Only shown if you have more than one. |
| Client | Opens on the booking’s client. Change clears it so you can find another client or enter a new one. |
| Professional | Any active professional, or Anyone (the system picks among those who are free). |
| Services | Add or remove services. |
| Date and Time | The new day and time. |
| Notes | The client notes on this booking. See Internal booking notes for how they differ from the team’s notes. |
Each pick scrolls the page on to the next step, but nothing is locked: you can fill the steps in any order. At the end, tap Save changes. Cancel goes back to the booking without changing anything.
You don’t type the price: it comes from the services.
Moving the booking vs. correcting details
When you save, Citauno tells two cases apart:
| What you changed | What happens |
|---|---|
| Only the client or the notes | The booking doesn’t move. It keeps its services, prices, duration and discount exactly as booked, even if the catalogue changed since. It doesn’t check whether the professional is free or the location is open that day. This also works on a booking from a past day that is still pending or confirmed. |
| Location, professional, services, day or time | The booking moves: it claims the time again, like a new booking. The professional has to be free, the location has to be open that day, and prices are recalculated from today’s catalogue. A discount code is applied again to the new prices. |
The message after saving says “Booking rescheduled.” when the booking moved and “Booking updated.” when it didn’t. Either way it keeps its status: a confirmed booking stays confirmed, a pending one stays pending.
If a package covers the booking, the session moves with it. If the package no longer covers it after the change of services, the message after saving says so and the service goes back to its price.
Changing the client
- In the Client step, tap Change.
- Find the other client by name, email or phone, or fill in a new one.
- Tap Save changes.
If you enter a new client with the same WhatsApp number and the same name as a client card you already have, the booking goes to that card. See Clients.
When a booking changes hands:
- A line is added to the booking’s History: who it was for, who it’s for now, who made the change and from where.
- The booking gets a new link. The link the previous client had stops opening it, and the buttons on a WhatsApp message they already received stop working.
- The card counters (Bookings, Completed, No-shows, Cancelled, Spent) move from the previous client to the new one.
- Notifications go out as described in Who gets told.
When the client can’t be changed
A booking won’t move to another person while it carries something of its current client’s:
| The booking has… | What to do |
|---|---|
| A recorded payment (for example, an online deposit) | Cancel this booking and create a new one for the other person. |
| A session from a package | Cancel it (the session goes back to the package) and create a new one. |
| A discount code | Cancel it and create a new one. |
The form tells you, naming the client, and saves nothing; it doesn’t create the new client you typed either. (Online deposits, packages and discount codes are modules switched on when you ask: see More features.)
If the new client is blocked
If the client you’re handing the booking to (or their WhatsApp number) is blocked, the form warns you. In the admin you can tick Book anyway (recorded on the booking) to go ahead; the exception is written to the History. From /p, a professional can’t hand a booking to a blocked client.
A block on the client the booking already has doesn’t stop you: you aren’t booking them again.
Who gets told
Editing a booking sends no WhatsApp. Notifications go by email, and only when there’s something new to say:
| Change | Client | Previous client | Professional and business copy |
|---|---|---|---|
| Only the notes | Nothing | — | Nothing |
| The booking moved | Gets “Your booking at …” again, with an .ics that updates the event in their calendar instead of duplicating it |
— | Get the updated invite. If the professional changed, the previous one gets the event’s cancellation |
| The client changed | The new client gets “Your booking at …” | Gets “Booking cancelled · …”, which removes the event from their calendar | Get the updated invite, which names the new client |
- Each email only goes out if that person has an address on file. The professional gets it if they have calendar invites switched on; the business copy, if you entered an email under Calendar invites (see Business settings).
- The previous client doesn’t get the cancellation if their address still receives this booking (for example, if they share an email with the new client).
- The reminder follows the booking: if the time changed, it’s rescheduled for the new time; if the client changed, it goes to the new client.
Reschedule or Edit booking
| Reschedule | Edit booking | |
|---|---|---|
| Where it is | The booking popup on the Calendar | The booking page, the calendar popup and the professional’s calendar |
| How it opens | Inside the same popup | Full-page form |
| Date, time and services | ✅ | ✅ |
| Professional | ✅ Those free at that time, or Anyone | ✅ The whole active team |
| Location | ❌ | ✅ |
| Client | ❌ Shown, but can’t be changed | ✅ |
| Notes | ✅ | ✅ |
Both save with Save changes and follow the same rules: what moves claims the time again, and what doesn’t move keeps its prices. More on the popup in Calendar: views, filters and the quick popup.
Clients can’t reschedule
Clients can’t move their own booking. From their booking link they can confirm or cancel it, and Book a different time opens the booking page to request a new booking: the old one isn’t moved or cancelled on its own.
If a client asks for a change, make it yourself with Reschedule or Edit booking. They get the email with the new time.
Bookings you can no longer edit
A completed, cancelled, rejected or no-show booking has no Edit booking. To fix its status, use Correct status on the booking page (see Booking statuses).
If you use Correct status to bring a cancelled or rejected booking back to pending, confirmed, completed or no-show, Citauno checks that the professional has no other booking at that time. If they do, it doesn’t reactivate it and tells you the other booking’s code.
After editing: the next booking
The booking page has New booking and, on the client card, New booking for (name). Both open the form on this booking’s location and day (the second with the client already chosen), so you can enter several in a row without going back to the calendar.
Who can do it
| Role | Edit booking | Reschedule |
|---|---|---|
| Owner | Every booking | ✅ |
| Admin | Every booking | ✅ |
| Manager | Every booking | ✅ |
| Professional | Only those in their own calendar, from /p. They can change the client, but the booking always stays in their calendar. |
❌ No access to the admin calendar |
See Roles and permissions matrix.
Messages and errors
| Message | What’s going on |
|---|---|
| “A booking in this state can’t be rescheduled.” | The booking is already completed, cancelled, rejected or a no-show. |
| “Bookings can’t be created on days before today.” | You picked a day that has passed. Earlier today is fine, and so is keeping the time the booking already had. |
| “The venue is closed on that day of the week.” | The location is closed that day. |
| “[name] is no longer available at that time.” | The chosen professional has another booking or a block, or doesn’t work at that time. |
| “[name] is no longer on the active team. Choose who takes this booking.” | The booking’s professional was deactivated. Pick someone else before saving. |
| “Someone else changed this booking while you were editing it. Check how it looks now and save again if needed.” | Someone moved it, changed its client or cancelled it while you had the form open. The form opens again on the booking as it is now. |
| “This booking has a payment recorded from [name]…” (or “uses a discount code”, or “A package belonging to [name] pays for this booking…”) | It can’t move to another client. See When the client can’t be changed. |
| “This booking can’t be reactivated: [name] already has another booking at that time ([code])…” | You tried to reactivate, with Correct status, a booking whose time has since been taken by another. |