The booking management system helps you track, organize, and manage all customer bookings across your activities. Whether handling new reservations, monitoring existing bookings, or processing changes, understanding the booking interface helps you maintain smooth operations.
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Understanding Booking Management
The booking management interface provides a centralized view of all your bookings with tools to effectively track and manage customer reservations across all your activities.
Booking List View
The booking list provides a comprehensive overview of all bookings with powerful search and filter capabilities to help you find specific bookings quickly.
The booking list view can be accessed by navigating to the Bookings tab in the main navigation menu.
Essential Booking Information
Each booking entry displays key details:
Unique booking ID for easy reference
Customer name and contact information
Activity name and scheduled date/time
Number and types of participants
Payment status and booking state
Creation date and time
Source of booking (app, website, or in-person)
Search and Filter Tools
Locate specific bookings using multiple search options:
Search by booking ID for direct access
Find bookings by activity title
Search by customer name
Filter by date range
Narrow results by activity type (Tours, Courses, Trips)
Filter by booking status (Active, Cancelled, Past)
Sort by various criteria (date, name, status)
Booking Details
Clicking any booking opens a detailed view with comprehensive information and management options.
Overview Section
The top section provides essential context:
Booking ID and timestamp
Contact person's details
Activity information
Schedule details
Current booking status
Payment Information
Monitor payment status and handle transactions:
Current payment state (Paid, Due, Failed, Not Required)
Amount paid and outstanding balance
Payment method used
Transaction history
Option to send payment reminders
Access to invoices and receipts
Customer Management
Track all participants associated with the booking:
List of all customers and their types
Individual customer details
Add-on services selected
Equipment requirements
Certification information
Waiver status
Booking Actions
Perform various management tasks:
Edit booking details such as customer information, body measurements, etc.
Process schedule changes i.e. rebook customers to another availability
Handle full or partial cancellation requests from customers
Issue full or partial refund based on the cancellation
Send customer communications via email and SMS message
Booking States and Workflows
Understanding different booking states helps manage reservations effectively.
Active Bookings
Current valid bookings that:
Have confirmed schedules
May be fully or partially paid
Are ready for service delivery
Can be modified if needed
Require standard management
Cancelled Bookings
Terminated bookings that:
Are no longer active
May have associated refunds
Maintain historical records
Cannot be reactivated
Require documentation
Rebooked Status
Bookings that have been rescheduled:
Show original and new activity details
Track schedule changes
Maintain payment history
Document customer communications
Preserve booking continuity
Automatically Canceled Bookings
Customer initiated bookings from embedded widget or mobile app that are not completed in 10 minutes are automatically canceled.
Activity Log
Every booking maintains a detailed history of all actions and changes.
Tracked Information
The activity log records:
All booking modifications
Payment transactions
Customer communications
Status changes
Staff notes and comments
System notifications
Log Management
Effectively use the activity log:
Filter entries by action type
Search for specific events
Add internal notes
Track customer interactions
Monitor booking progression
Document important decisions
Frequently Asked Questions
Frequently Asked Questions
Basic Operations
Q: How do I quickly find a specific booking?
A: Navigate to the Bookings page from the main navigation menu and use the search bar at the top to search your desired booking. You can search via booking contact name, booking ID or activity name. You can also apply available filters to narrow down the search results.
Q: What's the difference between booking status and payment status?
A: These indicate different aspects of the booking:
Booking status shows the reservation state (Active, Unconfirmed, Cancelled, Rebooked)
Payment status indicates financial state (Paid, Due, Failed, Not Required)
Both are important for proper booking management
They can be used together for complete booking assessment
Status combinations help identify required actions
Payment Management
Q: How do I handle partially paid bookings?
A: Follow these steps:
Check the outstanding balance
Review payment history
Send payment reminders
Document customer communications
Monitor payment deadlines
Process additional payments when received
You can follow these steps by going to the desired booking and then payment details.
Also, note that only bookings done in cash i.e. with Paid in Cash option can have pending payments as credit cards payments are always collected in full.
Q: What should I do if a payment fails?
A: You can resend the payment link to the customer in case the payment link has expired.
Customer Management
Q: Can I update customer details after booking?
A: Yes, you can modify:
Contact information
Participant details
Equipment requirements
Add-on services
Special requests
Emergency contacts
Troubleshooting
Q: Why can't I find a recent booking?
A: Check these common issues:
Search filter settings
Booking status selection
Date range parameters
Correct spelling in search
System synchronization
Recent page refresh
Q: What if booking details are incorrect?
A: Information such as customer details and gear requirements can be updated from two places as shown below:
Bookings tab > Click on the desired booking > Select Customer tab > Click on the desired customer > Edit
Calendar > Click on the desired booking > View & Edit Activity Details > Manifest > Select the desired customer > Click on Edit button (pencil button) next to Booking Contact name > Edit
However, an incorrect customer type is cannot be updated, see this section for further details.
If an incorrect date and time was selected while taking the booking, it can be updated by rebooking the activity. You can rebook an activity by navigating to the booking details page and clicking on Rebook option.