Booking conditions — what was accepted stays provable
Your conditions shown before confirmation, and frozen on the booking with the date of acceptance.
The problem
Your conditions change over time: cancellation notice goes from twenty-four to forty-eight hours, a deposit becomes compulsory. That is normal. The problem appears when you need to know what a given client accepted, six months earlier, for an appointment they are disputing.
If your conditions exist only as a single up-to-date copy, there is no answer. You cannot prove what was displayed that day, and neither can the client. In a dispute over an unrefunded deposit, that uncertainty works against you.
The right way to keep conditions is to keep a copy at the moment of the click — not a link to the current version.
How it works in Kagenda
Your conditions are free text shown before confirmation. What counts is what Kagenda records at the moment of booking.
- You write your conditionsCancellation notice, lateness, deposits, whatever you want the client to know before they confirm.
- They appear at the last stepJust before confirmation, at the moment the client is paying attention — not in a footer.
- The text is frozen on the bookingAn exact copy is recorded with the appointment, along with the date of acceptance. Changing your conditions later does not rewrite past bookings.
- The nature of the agreement is keptKagenda distinguishes an explicitly ticked box from conditions merely displayed. The difference matters on the day you need to know what was actively accepted.
Who it helps
Frequently asked questions
What happens if I change my conditions?
The new conditions apply to subsequent bookings. Earlier bookings keep the text that was put to them, with its date.
Is the tick box compulsory?
You can either display the conditions or require a ticked box. Kagenda records which of the two happened, which lets you know afterwards whether the agreement was active or passive.
Where do I find the conditions a client accepted?
They are attached to the booking, viewable from its detail, with the date of acceptance.
Does this replace terms and conditions?
No. These are your booking conditions, specific to your business. They do not stand in for the legal notice and terms and conditions your situation may require.