Approving Appointments via AI

Managing Pending Approvals in Chat:

When clients book 1-on-1 PT sessions through the client portal, they go to "pending" status and need your approval. You can manage these directly in the AI assistant without opening the calendar.

What you can ask:

• "Any pending bookings?" — shows all appointments waiting for your approval • "Approve Sarah's appointment" — confirms the booking and sends the client a confirmation email • "Decline Demo Doe's request" — rejects the booking after showing a preview of what will happen

What happens when you approve:

• Appointment status changes from "pending" to "scheduled" • Client receives a confirmation email with the appointment details • The appointment appears on your calendar as confirmed

What happens when you decline:

• You'll see a preview of what will happen before confirming • Any credits are restored to the client's account • Client receives a cancellation notification email

Proactive nudge:

When you open the AI assistant and there are pending approval requests, you'll see a small notification card: "2 appointments waiting for approval." Tap it to see the full list with approve/decline buttons.

Tips:

✓ Group class bookings and trainer-created appointments are auto-confirmed — only client-booked PT sessions need approval ✓ The "Pending approvals" suggestion chip appears automatically when requests are waiting ✓ For more options like Smart Move (AI-suggested alternative times), use the Pending Approvals panel on the calendar page ✓ Stale requests (more than 2 hours past their scheduled time) are automatically hidden