Edit Booking Details (Update Schedule, Services, Pricing & Assigned Fieldworkers)

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Edit Booking Details (Update Schedule, Services, Pricing & Assigned Fieldworkers)

Bookings change all the time—customers reschedule, the scope of work expands, a different fieldworker needs to attend, or you need to correct location/access details. OctopusPro lets authorised users update booking details quickly so your schedule, job instructions, fieldworker app, customer notifications, and invoices stay accurate.

Booking modification process and workflow in OctopusPro

On this page: Why edit a booking? | Before you edit | What you can edit | Two ways to edit a booking | What happens after you save? | Special cases | Best-practice tips | Troubleshooting | Related guides

Why edit a booking?

Editing booking details keeps everyone aligned and prevents operational mistakes (wrong time, wrong address, wrong scope, or wrong crew). Here are common scenarios:

Scenario What to update Outcome
Customer reschedules Date/time, duration, assigned fieldworker(s) Stops missed appointments and avoids double-booking
Scope of work expands Add/remove services, quantities, pricing, duration Keeps the calendar, job card, and invoice accurate
Fieldworker swap Assigned fieldworker/team, job assignment details New crew receives the updated job info immediately
Address or access details change Service location, access notes, entry instructions Reduces delays and wrong-location visits
Apply promo/voucher after booking Discounts, pricing adjustments Honours pricing promises without rebuilding the booking

Before you edit

  • Permissions & approval: Editing access depends on your role permissions and company settings. If fieldworkers can request edits, you can require office approval before changes apply: Fieldworker Permissions & Access Control and Fieldworker Booking Edit Approval.
  • Booking status restrictions: Some businesses lock editing for certain statuses (for example, completed, invoiced, or cancelled). If you can’t change a field, check booking statuses and booking settings: Manage Booking Statuses and Booking Settings, Flags & Permissions.
  • Customer record vs booking customer details: If you need to update the customer’s master CRM profile (recommended for name/email/phone changes), edit the customer record: Edit Customer Details.
  • Invoices & payments: If the booking has an invoice (or has been paid/partially paid), changing services or pricing may require invoice updates: Edit an Invoice and Invoice Payments.
  • Automations & reminders: If you’re doing multiple changes (especially on sensitive jobs), you can temporarily pause automated booking communications and resume them after finalising: Pause & Resume Automated Notifications.

What you can edit

Depending on your permissions and system configuration, you can typically update:

  • Schedule & timing: appointment date/time, duration, time windows, recurrence rules (if enabled)
  • Status & internal tracking: booking status, labels/tags, internal notes
  • Customer & booking contacts: customer selection (where permitted), bill payer options, onsite notes
  • Service location: address, unit number, access instructions, map/navigation details
  • Services & line items: add/remove services, quantities, add-ons, packages/bundles, custom pricing
  • Pricing & discounts: rates, taxes, vouchers/discounts, deposits, surcharges (based on your setup)
  • Assigned fieldworker(s): reassign job request / allocated team
  • Custom fields & job details: job specifications, customer answers, required materials, special instructions
  • Forms & checklists: required job forms, internal checklists, signatures (where enabled)

Booking Details Overview diagram

Tip: For a full breakdown of what appears on the Manage Booking page, see View & Manage Booking Details.

Two ways to edit a booking

OctopusPro supports two editing modes. Use the one that matches the size of the change you’re making.

1) Quick inline edit (Manage Booking page)

Best for quick day-to-day edits (small changes without leaving the booking view).

  1. Go to Bookings (Upcoming or Past), then open the booking to access the Manage Booking page.

Manage Booking page overview

  1. Open the relevant section/card (for example Services, Customers, Location, Invoice & Payment, Technician earnings, Forms & Checklists, or Notes).

Manage Booking cards and sections

  1. Click the edit (pencil) or the actions menu on the section/row you want to update.
  2. Update the values inline (dropdowns, date pickers, text fields, pricing fields, etc.).
  3. Click Save changes (top-right) to apply updates.

Example: Editing service details and custom-field answers inside the booking:

Editing service details and custom fields inside the booking

Example: Editing technician earnings/pay details (where permitted):

Technician earnings section inside the booking

2) Full “Edit Booking” form

Best for larger changes (major reschedules, significant service changes, or when you prefer editing everything from one screen).

  1. From the booking list (or within the booking), open the booking Actions menu.
  2. Select Edit Booking.

Edit Booking option from the booking actions menu

  1. Update the required sections (for example Status, Customer, Schedule, Address, Services, Pricing, Custom Fields, and Reminders).
  2. Click Save to commit your changes.

Edit Booking form screen

What happens after you save?

Special cases

  • Recurring bookings: When editing recurring bookings, you may be able to apply changes to one occurrence or the entire series (depending on your configuration): Recurring Bookings.
  • Multi-address bookings: If the job includes multiple stops (pickup/drop-off or multi-site jobs), make sure you update the correct stop(s): Multi-Address Bookings.
  • Rescheduling based on availability: Use the availability tools to find the best time/fieldworker match: Fieldworker Availability Finder.
  • Google Calendar push: If you manually push bookings to Google Calendar, you may want to re-push after major changes: Push Booking to Google Calendar.

Best-practice tips

Troubleshooting

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