When booking requests are submitted through your Prospero booking portals, they’re instantly added to the master calendar as bookings, keeping everything centralized and visible from the start. Here’s how to review, confirm, and manage those requests so nothing falls through the cracks.
🔍 View Incoming Booking Requests
Navigate to the Bookings tab in the sidebar to view all requests submitted through any of your live portals. Requests are sorted by portal, and you can sort requests ascending or descending by Title, Booking Time/Date, and Booker. You can filter booking requests by status using the drop-down in the upper right corner.
ℹ️ If a booking request includes multiple events, such as a multi-day intensive or conference, it still appears as a single row in the Bookings tab, titled with the overall booking name rather than each individual event.
Click the ... on the far right of the row to view quick actions. See on Calendar allows you to instantly view the booking in the context of your current schedule. From this menu, you can also export booking details as a PDF or CSV, and quickly approve or deny the booking without viewing additional details.
📄 Review Request Details
Each row in the bookings tab shows the booker’s name, requested space, time slot, and event title. Click on the row to open the full request overview page where you can review all booking details and requested items, create an offer or invoice, see the booking on the calendar, enter triage mode, or click the ... in the upper right corner to export booking details as a PDF or CSV file.
For multi-event bookings, expand each event's dropdown on the overview page to review that event's details individually before triaging.
✅ Triage and Confirm a Booking
When you click Triage, Prospero opens a dedicated Triage view on the calendar. Any changes you make here are only saved once you confirm them. Hover over the event in the side panel to see the booking highlighted directly on the calendar, alongside your existing schedule for context. Review the booking's details in the side panel under To Triage. Click into any event request in the side panel to edit its details before approving.
Once you're ready to confirm the event, click Approve, and a confirmation email draft will be generated. Any changes you make before confirming the booking will be included in this email. Multi-event bookings will show a full list of requested events under To Triage. Approve or Deny each event individually by clicking into its details, or approve or deny the entire booking at once by using the buttons in the side panel.
❗️Approving a multi-event booking from the side panel will approve all of its sub-events, so make sure you have reviewed all events before approving.
Need to decline a request? You can also Deny the booking from the triage editor, which will prompt an email notifying the requester as well.
If a booking has already been approved, you can still cancel it from the approved booking page by going to the ... menu and clicking Cancel.
📅 Manage Bookings From the Calendar
Pending bookings appear with a dashed left border in the calendar. Clicking on the booking event opens a summary popup displaying the booker's submitted booking form answers to review the request's details without leaving the calendar. Click the pencil icon to open the booking event editor. From here, you can view submitted booking form answers by expanding the dropdown, make changes to the booking details, go to the booking overview page, and approve or deny the request.
🗓️ Tips for Managing Bookings
Use hold statuses for tentative bookings to clarify priority and avoid double-booking. Hold statuses 1-3 are available when an event status is set to tentative.
Use tags or projects to group and filter booking requests.
Optimize your booking form fields to collect the info you need up front and reduce administrative load.
Add admin notes or comments directly to the event to track changes or clarify unusual booking needs.
Attach files or documents to booking events (like floor plans or tech riders) to keep details centralized.
💬 Need Help?
Our team is always happy to help if you run into any issues or want advice on configuring your booking flow. Drop us a message through the chat or email us at support@prosperoapp.com.