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Booking Management

Booking Management provides a centralised hub to manage all program bookings. Tourism operators can easily view booking details, manage capacity to avoid double bookings, and quickly access guest information to personalise experiences.

Hayden Zammit Meaney avatar
Written by Hayden Zammit Meaney
Updated over 2 months ago

provides a centralised hub to manage all program bookings. Tourism operators can easily view booking details, manage capacity to avoid double bookings, and quickly access guest information to personalise experiences.

Accessing this feature

Go to Bookings.

How to use it

Viewing Your Bookings

  1. When you arrive on the "Manage Bookings" page, you'll see a list of all your bookings.

  2. Use the Search bar to find a specific booking by guest name, booking ID, or program name.

  3. Use the Filters to refine your list. You can filter by:

  • Status: (e.g., Confirmed, Pending, Cancelled)

  • Date Range: (e.g., Today, Next 7 Days, Custom Range)

  • Program: (If you have multiple programs)

  1. Click on the filter options you need, and the list will update automatically.

Opening a Booking for More Details

  1. Find the booking you want to view in the list.

  2. Click anywhere on that booking's row, or look for a View Details or Edit button (often represented by a pencil icon) at the end of the row.

  3. You'll then be taken to a dedicated page for that booking, showing everything from guest contact information to program specifics and any special requests.

Editing Booking Details (If Allowed)

  1. Once you're on the individual booking's detail page.

  2. Look for an Edit Booking button.

  3. You'll then see certain fields become editable. These might include:

  • Participant numbers: If your guest wants to add or remove guests.

  • Booking date/time: If rescheduling is required.

  • Special requests: To add or update notes about dietary needs, accessibility, or other important information.

  • Guest contact details: If there was a typo or an update.

  1. Carefully make your changes.

  2. Click the Save Changes button.

Updating Booking Status or Payment

  1. On the individual booking's detail page, you'll often see fields for Booking Status (e.g., Confirmed, Pending, Cancelled) and Payment Status (e.g., Paid, Pending, Refunded).

  2. Click on these fields, and a dropdown menu will appear with the available options.

  3. Select the correct status.

  4. Click Save Changes to save your updates.

Adding Internal Notes

  1. On the individual booking's detail page, scroll down to a section labelled Internal Notes or Team Notes.

  2. Click on Add Note or start typing in the provided box.

  3. You can use this for anything important: "Guest prefers window seat," "Follow up on dietary request," or "Spoke with guest about rescheduling."

  4. Click Add Note or Save Note to store it.

Tips

With the Booking Management feature, you'll be able to:

  • Get a complete overview: See all your program bookings at a glance, making it easy to plan your day, week, or even month.

  • Quickly find specific bookings: Use search and filter tools to locate any booking in seconds, whether it's by name, date, or program.

  • Update booking information: Change participant numbers, adjust dates, or modify special requests directly within the system.

  • Keep track of payments: Mark bookings as paid, pending, or refunded, making sure your financial records are always up-to-date.

  • Change booking status: Easily confirm, cancel, or mark bookings as pending, keeping your schedule accurate.

  • Add private team notes: Communicate important details or reminders about specific guests or bookings to your team, making sure everyone is on the same page.

  • Access guest contact details: Quickly contact your guests if you need to provide updates or ask questions.

To effectively use booking management:

  • Check Regularly: Make it a habit to check your "Manage Bookings" dashboard at the start of each day. This makes sure you're always aware of new bookings, upcoming programs, and any urgent updates.

  • Use Filters Wisely: Get familiar with the filters. If you only want to see next week's confirmed bookings for your "Coastal Kayak Adventure," the filters will get you there quickly.

  • Communicate Clearly: If you make any changes to a guest's booking (like rescheduling or adjusting participant numbers), always follow up with an email or phone call to confirm the changes with them. Good communication builds trust!

  • Use Internal Notes: These notes are a valuable tool for team collaboration. Use them for specific guest preferences, important reminders, or any unique circumstances. It helps your whole team provide consistent, excellent service.

  • Confirm Saved Changes: After editing any part of a booking, always double-check that you've clicked Save Changes.

Need help?

For further assistance, contact us at [email protected]

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