Bookings
Booking Itinerary Editor
Last updated 8 July 2026
Booking Itinerary Editor
TL;DR
- Booking Itinerary Editor changes the service order, duration, staff, gaps, overlaps, and start time inside an existing booking.
- Hard conflicts block saving; soft conflicts require Allow this warning or the mobile override acknowledgement.
- Checked-out, completed, cancelled, no-show, declined, and expired bookings cannot be edited.
- Use Duplicate booking when you want a new booking with the same itinerary at another start time.
Booking Itinerary Editor keeps complex appointments editable after they are booked. It is available from the booking detail screen on web and mobile, and it previews staff, resource, roster, venue-hours, and overlap conflicts before changes are saved. When public details change, OpenChair can queue an updated client confirmation.
What is the Booking Itinerary Editor?
Booking Itinerary Editor is the conflict-checked editor for an existing booking's service run sheet. It stores explicit service order, start offsets, row durations, assigned staff, and gaps on the booking line items, then updates the booking start, end, active minutes, and lead staff when saved.
Use it when a multi-service booking needs a different service order, a longer or shorter row, a processing gap, a different staff member, or a copied appointment at another time. It does not create a package, service combo, or recurring-series template.
Open the itinerary editor
Open the itinerary editor from the booking detail screen. On web, open Calendar, select a booking, find the Itinerary card, and use Arrange itinerary or Edit. The arrange sheet is titled Arrange [client]'s itinerary and says Adjust service timing, staff, and client updates before saving.
On mobile, open the booking detail screen and use Edit services, End gap, or Duplicate booking. The mobile sheet title is Edit booking services, with description text such as Review service, timing, and payment impact before applying.
Edit timing, gaps, staff, and services
Use the itinerary controls to make one scheduling change at a time, then wait for the preview check to finish. Web shows Checking conflicts while the preview runs, and mobile shows timing checks such as Checking timing... or Checking duplicate slot.
| Change | Web control | Mobile control |
|---|---|---|
| Change booking start | Booking start date and time | Mobile uses operation-specific date and time fields such as New booking start for duplication. |
| Reorder services | Move earlier and Move later | Earlier and Later |
| Change row duration | Shorten by 15 minutes, Duration in minutes, Lengthen by 15 minutes | Shorter 15m and Longer 15m |
| Change gap or overlap | Gap or overlap in minutes, Add gap, Remove gap, Remove overlap | Gap or overlap before, Less 15m, Clear, More 15m |
| Change staff | Staff with staff availability labels such as Available, Busy, Blocked, or Off roster | Staff chips inside Edit booking services |
| Add or remove services | Add service here and Remove service | Selected services, Add services, Booking options, then Apply changes |
| Adjust final end gap | End gap | End gap, Clear, Reset, and Save end gap |
On web, Save timing saves itinerary-only changes. In the wider arrange sheet, Apply changes saves service-list changes and any itinerary changes together.
Conflict checks
Conflict checks decide whether an itinerary can be saved. Hard conflicts block saving; soft conflicts can be saved only after the operator acknowledges the warning.
| Conflict type | Examples from the router | What happens |
|---|---|---|
| Hard conflict | Staff is not bookable, staff is not qualified, same staff active-work overlap, resource unavailable, provider identity conflict, stale itinerary plan | Save is blocked until the itinerary is changed. |
| Soft conflict | Venue closed, outside venue hours, rostered off, outside working hours, existing booking overlap, blocked time, intentional service overlap | Save is allowed only after Allow this warning or the mobile acknowledgement is selected. |
If the itinerary changed while you were editing, the preview can return The itinerary no longer matches this booking. Refresh before saving. Refresh the booking before trying again.
Duplicate a booking with the same itinerary
Duplicate booking copies the current itinerary to a new start time. On web, expand Duplicate booking, choose the date and time, wait for Checking duplicate slot, then click Duplicate. On mobile, open Duplicate booking, choose New booking start, review Preview, then tap Duplicate.
The duplicate flow checks the new slot before creating the booking. Hard conflicts block the duplicate. Soft conflicts require Allow this duplicate warning before the duplicate can be created. Staff notifications are sent for the duplicated booking.
Client updates and history
Itinerary saves create booking history events. Normal saves are recorded as itinerary_updated; saves with accepted soft conflicts are recorded as itinerary_override with override reason codes.
On web, the arrange sheet includes Send client update when public details change. When selected, OpenChair queues an updated confirmation only if public details changed, such as start time, end time, staff, or service timing. Staff change notifications are sent after itinerary saves.
Who can use this
| Role | Access |
|---|---|
| Owner | Can edit open booking itineraries, save overrides for soft conflicts, duplicate bookings, and apply service-list changes. |
| Manager | Can edit open booking itineraries, save overrides for soft conflicts, duplicate bookings, and apply service-list changes. |
| Team | Can use itinerary tools where their venue access allows booking edits and the booking is not locked. |
| Customer | Cannot use the operator itinerary editor. Customers can only use customer self-service reschedule or cancellation paths where allowed. |
Common mistakes
| Mistake | What to do instead |
|---|---|
| Editing a checked-out booking | Service and itinerary changes are blocked after completed checkout payment. Void or handle the correction through your venue process instead of editing the itinerary. |
| Ignoring Checking conflicts | Wait until the conflict check finishes before using Save timing or Apply changes. |
| Accepting a warning without reading it | Read the warning first. Allow this warning records an override in booking history. |
| Using duplicate as a recurring booking tool | Use Duplicate booking for one copied appointment only. It does not create a recurring series. |
Troubleshooting
| Issue | Solution |
|---|---|
| Completed or cancelled bookings cannot be edited. | The booking status is completed, cancelled, no-show, declined, or expired. Create a new booking or use the correct status correction flow. |
| Services cannot be changed after checkout has been completed. | Checkout or non-deposit payment activity has locked the booking. Do not edit services after completed checkout. |
| Couldn't check itinerary conflicts | Use Check again. Your changes remain in the editor until you save, cancel, or refresh. |
| Allow warning to apply | Tick Allow this warning after reviewing the soft conflict, or adjust the itinerary to remove the warning. |
| The itinerary no longer matches this booking. Refresh before saving. | Refresh the booking detail screen because the line items changed while you were editing. |
| No services in this itinerary | Use Add service here before saving. A booking needs at least one service to remain bookable. |
FAQ
What is the Booking Itinerary Editor?
The Booking Itinerary Editor is the booking-detail tool for changing service order, row timing, staff assignment, gaps, overlaps, and duplicate booking timing. It validates the result before save so hard conflicts do not get written silently.
How do I arrange a booking itinerary?
Open the booking from the calendar, choose Arrange itinerary or Itinerary, click Edit, then adjust the start time, order, duration, gaps, staff, or services. Review conflicts and use Save timing or Apply changes.
Why can't I edit a booking itinerary?
The booking is locked if it is completed, cancelled, no-show, declined, expired, or already checked out. The editor also blocks stale itinerary plans and hard conflicts such as unqualified staff, resource unavailability, or same-staff active-work overlap.
What does Allow this warning do?
Allow this warning confirms that you have reviewed a soft scheduling conflict and still want to save. OpenChair records the save as an itinerary override with the warning codes in booking history.