Whether taking new reservations or updating existing bookings, understanding the booking creation and modification process helps you provide efficient service to your customers while maintaining accurate records.
Creating New Bookings
The booking creation process is designed to capture all necessary information while maintaining efficiency. Understanding each component helps ensure accurate and complete bookings.
A new booking can be taken from the booking platform by navigating to Calendar > Click on the desired activity > View More > Add Booking.
Basic Booking Information
Activity Selection
Start by confirming activity details:
Verify activity name and type
Check selected date and time
Review location information
Confirm availability
Note any special requirements
Customer Selection
Configure participant information:
Choose appropriate customer types
Set the number of participants
Review price per customer type
Note capacity restrictions
Consider certification requirements
Contact Information
Capture essential booking contact details:
Full name for primary contact
Valid phone number with country code
Email address for confirmations
Emergency contact information
Communication preferences
Detailed Customer Information
Each participant requires specific information to ensure proper service delivery.
Individual Details
Collect for each participant:
Full name (required)
Email address (optional)
Gender selection
Date of birth
Certification level if applicable
Certification number when relevant
Equipment and Services
Manage additional requirements:
Equipment rental needs
Selected add-on services
Body measurements for gear
Special accommodation requests
Specific assistance needs
Payment Processing
Handle booking payments efficiently with multiple options:
Payment Methods
Send payment link via email
Process in-person payments
Handle cash transactions
Record payment details
Note transaction references
Price Calculations
Review comprehensive pricing:
Base price per participant
Add-on service costs
Equipment rental fees
Applicable taxes
Total booking amount
Editing Existing Bookings
Modify bookings while maintaining accuracy and customer satisfaction.
Existing bookings can be updated by navigating to Bookings > Click on the desired booking > View More > Edit Booking.
Bookings can also be updated by navigating to Calendar > Click on the desired booking > View More > Edit Booking.
Editable Components
Contact Updates
Modify booking contact information:
Update phone numbers
Change email addresses
Adjust emergency contacts
Note communication preferences
Maintain contact history
Participant Changes
Manage customer modifications:
Add new participants
Remove existing participants
Update customer types
Modify certification information
Adjust equipment requirements
Service Adjustments
Handle service modifications:
Add or remove add-ons
Update equipment rentals
Modify special requests
Adjust accommodation needs
Update service preferences
Price Implications
Additional Payments
Handle cost increases:
Calculate additional charges
Process new payments
Send payment requests
Record transaction details
Update payment status
Refund Processing
Manage price reductions:
Calculate refund amounts
Process refunds to original payment method
Handle cash refunds
Document refund reasons
Update financial records
Booking Confirmation
Ensure proper documentation of all booking actions.
Confirmation Details
Generate comprehensive confirmations:
Booking reference numbers
Activity details and schedule
Participant information
Payment summaries
Important policies
Communication
The booking platform sends emails to customers on booking confirmation, booking changes such as rebooking, additional bookings in the existing booking, etc. We recommend you to connect with customers for any additional communication. Maintain clear customer communication:
Send confirmation emails
Provide payment receipts
Share important updates
Document all interactions
Maintain communication records
Frequently Asked Questions
Frequently Asked Questions
Creating Bookings
Q: How do I handle group bookings with mixed customer types?
A: Follow these steps:
Start with primary customer type
Add additional customer types as needed
Verify capacity for each type
Check certification requirements
Calculate group pricing
Note any special requirements
Q: What if a customer doesn't have all required information?
A: Handle incomplete information by:
Capturing all available details
Marking missing information clearly
Setting follow-up reminders
Documenting customer communications
Updating records when received
Maintaining booking flexibility
Editing Bookings
Q: Can I modify customer types after booking?
A: Yes, with certain considerations:
Check availability for new customer type
Verify certification requirements
Calculate price differences
Process necessary payments
Update participant information
Document all changes
Q: How do I handle last-minute changes?
A: Manage urgent modifications by:
Assessing change feasibility
Checking availability
Processing required payments
Updating activity records
Communicating changes clearly
Documenting modifications
Payment Handling
Q: What if a customer wants to pay in multiple installments?
A: Manage partial payments by:
Creating payment schedule
Recording each transaction
Sending payment reminders
Tracking outstanding balance
Updating payment status
Maintaining payment history
Q: How do I handle payment method changes?
A: Process payment changes through:
Verifying new payment method
Updating payment records
Processing transactions
Documenting changes
Sending confirmation
Maintaining accuracy
Troubleshooting
Q: What if the system shows insufficient availability?
A: Resolve availability issues by:
Checking current capacity
Verifying existing bookings
Assessing flexibility options
Considering alternatives
Communicating with customer
Documenting resolution
Q: How do I correct booking errors?
A: Address mistakes by:
Identifying error type
Assessing impact
Making necessary corrections
Documenting changes
Notifying affected parties
Updating all records
Best Practices
Q: How can I ensure accurate bookings?
A: Maintain accuracy through:
Double-checking all information
Verifying customer details
Confirming pricing calculations
Documenting special requests
Following standard procedures
Regular staff training
Q: What information should I always verify?
A: Key verification points:
Customer contact details
Certification requirements
Equipment needs
Payment information
Special requests
Booking dates and times