Booking management

A booking is a single period of clinical work at an organisation. Sessional tracks bookings through their full lifecycle so you always know what has been worked, invoiced, and paid.

Every booking starts the same way and ends on Paid. What happens between Delivered and Paid depends on the billing mode of the booking:

1. Offered: a booking has been proposed or you have noted availability
2. Confirmed: both parties have agreed to the booking
3. Delivered: you have completed the clinical work
4. Settlement: from Delivered, the path splits.
   • Self-invoiced bookings move through Invoice ready and Invoiced on the way to Paid. You generate the PDF, send it, and track payment.
   • Agency-managed and PAYE at source bookings skip the invoice steps entirely. The agency or umbrella handles billing with the end client; you mark the booking Paid when the settlement arrives in your bank.
5. Paid: payment has been received
6. Cancelled: the booking was cancelled before delivery

Each booking records the organisation name, date, start and end times, agreed rate, site notes, and any terms. These details stay with the booking throughout its lifecycle and carry through to invoicing and pension form generation.

Bookings can be created in two ways:

• From a booking request: when you accept an organisation's request, a confirmed booking is created automatically
• Manually: add a booking directly from your dashboard with the organisation, date, times, and rate

Use the filters at the top of the Bookings page to narrow your list:

• Status: filter by lifecycle state (confirmed, delivered, invoiced, paid, cancelled)
• Organisation: show bookings for a specific organisation
• Date range: set a start and end date to view bookings within a specific period

Combined filters work together, so you can view all delivered bookings at a particular organisation within a given month.

The top of the Bookings page shows summary cards giving you an at-a-glance overview:

• Total bookings: the total number of bookings matching your current filters
• Upcoming: confirmed bookings with a future date
• Delivered: bookings completed and ready for invoicing
• Total earned: the combined value of paid bookings

Export your booking data as a CSV file for use in spreadsheets or accounting software. The export respects your current filters, so you can export all bookings or just a filtered subset. The CSV includes booking date, organisation, times, rate, status, and invoice reference where applicable.

Select multiple delivered bookings from the same organisation using the checkboxes, then click "Invoice N bookings" to create a single invoice covering all of them. This saves time when you have worked several bookings at the same organisation within a billing period.

When creating a booking, you can choose:

• Payment terms: 14, 28, 30, 45, or 60 days from invoice date
• Cancellation terms: standard 28/7 day notice, 14-day cutoff, 48-hour notice, no fee, or custom terms

Your defaults are set in your profile and pre-populate each new booking. The booking terms summary updates as you change selections. These terms carry through to invoices. The payment deadline and any cancellation fees are calculated from what you chose.

If a booking is cancelled and your agreed cancellation terms apply, you can generate a cancellation fee invoice from the invoices page. The invoice will include the cancellation terms and the booking details. You can also choose to waive the fee if you prefer not to charge.

When a booking is confirmed (via an accepted booking request), both you and the organisation contact receive a confirmation email with the booking details, date, times, and rate.

When you confirm a booking, the availability calendar→ updates automatically based on the booking times:

• A morning booking marks the AM slot as booked
• An afternoon booking marks the PM slot as booked
• A full-day booking marks the entire day as booked

If a booking is cancelled, the slot is released back to available. You never need to manually update your calendar for confirmed or cancelled bookings.