Need to know who cancelled a desk, what time someone checked in, or what happened to a booking last month? The Bookings page keeps a record of every booking, including its status and activity.

This guide covers how to find a specific booking, what each cancellation reason means, how check-ins are recorded, and when to use a CSV export or Insights instead.

Prerequisites

To view other people's bookings, you must be a Global Admin, Coordinator, Building Admin, or Booking Scheduler
Team Managers can view bookings for their own teams only
Employees can only view their own bookings. See View Your Upcoming and Past Bookings

Find a specific booking

Go to Bookings from the main menu.
Click the Past tab to look at bookings that have already happened.
Click the calendar icon and select the date or date range you need.
Click the filter icon and narrow the list by Individual user, Team, Building, Floor, Neighborhood, Booking type, or Booking status.
To include cancelled bookings, select the cancelled options under Booking status.
Click a booking to open its details.

Building Admins see a view pre-filtered to their assigned buildings, but can still view bookings in other buildings.

Read a booking's activity

Each booking's detail view shows its current status and an Activity section. The Activity section shows:

Who made the booking, including when someone booked on another person's behalf
When the booking was checked in
When the booking was cancelled, and who cancelled it

If someone cancels a booking for another person (for example, an admin or Booking Scheduler), the Activity section names the person who cancelled it, not the booking owner.

When Kadence cancels a booking automatically, such as for a building closure or a space change, the Activity section shows Booking was cancelled without a name. Check the booking's status label or a CSV export to see why.

Cancellation reasons explained

Status	What it means	Person named?
Cancelled by user	A person cancelled the booking before it started. This includes the booking owner, or an admin or Booking Scheduler cancelling on their behalf.	Yes
Cancelled by user - after start time	A person cancelled the booking after its scheduled start time.	Yes
Cancelled by auto-release	Nobody checked in within the auto-release window, so Kadence released the space. Only applies when auto-release is turned on for that resource type.	No
Cancelled - other	Kadence cancelled the booking for an operational reason, such as a building closure, a calendar conflict, the space no longer being available, or a settings change that no longer allows the booking.	No

You may also see these statuses on past bookings:

No check-in: the booking ended without a check-in, and auto-release was not turned on
Completed - manual check-out: the person checked out themselves
Completed - auto check-out: Kadence checked the person out at the end of the booking
Checked out (Legacy): an older status kept for historical bookings

Check-in times and check-ins made for someone else

The first check-in time appears in the booking's Activity section, and in the Checked-in date column of a booking CSV export.

Booking Schedulers, and other roles allowed to manage bookings for others, can check someone in on their behalf. When this happens, Kadence records the person who performed the check-in.

Automatic check-ins, such as those made by the Kadence Agent, are recorded under the booking owner's name. Booking history can't currently show whether a check-in was made automatically or by the person themselves.

How far back booking history goes

By default, Kadence keeps booking history indefinitely. Use the calendar on the Bookings page to go back as far as you need.

A few things can change what you see:

PII retention: if your organization has set a custom retention period, names and email addresses are removed from bookings after that period. The bookings themselves stay. See Manage Personally Identifiable Information (PII) Retention
Deleted users: past bookings stay, but personal details are removed. See How to Manage Users
Deleted buildings, floors, or spaces: their bookings no longer appear on the Bookings page or in CSV exports

Planning to delete a building? Export a booking CSV for that building first. Once a building is deleted, its booking-level history can't be viewed on the Bookings page. Insights still includes its past usage, as Insights takes a daily snapshot that isn't affected by deletions.

What employees can and can't see

	Global Admin	Coordinator	Building Admin	Booking Scheduler	Team Manager	Employee
Own past and cancelled bookings	Yes	Yes	Yes	Yes	Yes	Yes
Other people's bookings	Yes	Yes	Yes	Yes	Own team only	No
Export booking CSV	Yes	Yes	No	No	No	No
View Insights	Yes	Yes	Yes	No	Own team only	No

Employees can't open the Bookings page for other people, but they can open a colleague's booking from the activity graph on the Home page. That view includes the colleague's check-in time. If a canceller has Incognito mode turned on, they may appear as Incognito User to people who aren't allowed to see incognito users.

For a full breakdown of each role, see User Role Permissions.

When to use a CSV export or Insights instead

Bookings page: best for checking a single booking, such as who cancelled it or when it was checked in
CSV export: best for reviewing many bookings at once, or when you need exact timestamps. Each row includes created, cancelled, checked-in, and checked-out dates, plus the status label. See Export User and Booking Data (CSV)
Insights: best for trends like attendance, no-shows, and space utilization over time. Insights is also the most reliable source for older data, as it isn't affected by later changes to users or spaces. See Insights & Insights Plus

Frequently Asked Questions

An admin cancelled this booking, so why does it say "Cancelled by user"?

"Cancelled by user" means a person cancelled the booking, rather than Kadence. Open the booking's Activity section to see exactly who it was.

Why can't I see who cancelled a booking?

Kadence cancelled it automatically (for example, auto-release or a building closure), or the person who cancelled it has Incognito mode turned on. Check the booking's status to see which type of cancellation it was.

Can I tell whether someone checked in themselves or was checked in automatically?

Not currently. Automatic check-ins are recorded under the booking owner's name, the same as a manual check-in.

Why don't the numbers on the Bookings page match Insights?

Insights takes a snapshot every day at midnight, while the Bookings page updates as users and spaces change. For historical reporting, use Insights. See Insights & Insights Plus.

Need Help?

For support, reach out to:
📩 [email protected]

For more helpful articles see:
📚 Kadence Help Center

Check Booking History: Cancellations and Check-Ins