Managing bookings
Every booking is listed here, whichever way it was made. Filter by dates, then open a booking to see its customer, its amount breakdown, the places it uses, its history and its payments.
A booking for a slot shows its day and its time (the time of the slot) in the list, the details, the customer sheet and the emails.
- Confirm — a pending booking becomes confirmed (the customer receives the confirmation email).
- Mark completed — once the stay or the activity is over.
- Cancel the booking — frees the places; the customer receives the cancellation email. A cancellation does not refund by itself: use the refund of the payment.
Several offers in one order
A visitor can book several offers in one go, for example a night and then a sled ride. Once everything is filled in for an offer, the cart offers to add another offer or to go on. The visitor gives his contact details once and pays once for the total.
Each offer remains a booking of its own: the calendar, the places, the staff, the emails and the cancellations work offer by offer, and each booking shows the others it was made with. A booking is cancelled or refunded on its own, without touching the others. The places of the offers in the cart stay held while the visitor goes on.
With VEFmultiBooking Pro, a Promo code field appears next to the price of each offer: the visitor types the code of that offer and presses Apply, and the price shows the discount at once. The cart lists the code used by each offer. A code that does not work is explained next to the field and the price goes on without it.
Which offers the visitor can add is set on each booking block, under Adding another offer: every published offer by default. A block that shows a single offer therefore lets the visitor add another one, and a block can also be limited to its own offers or to a selection.
The customer receives one email for the whole order (confirmation, booking received or payment received), listing every booking, and you receive one notification for the order. The two templates are in the Emails tab. Cancellations, refusals and the emails about an activity that lacks participants stay booking by booking.
Manual booking
Enter a booking yourself (a phone call, an email, a customer at the desk) with "+ Manual booking". It goes through the same capacity engine as an online booking: a place is held, then converted into a booking, so double booking is impossible. You are never held back by the minimum notice, the minimum number of persons or the daily limits — only by what is really available. A manual booking is never released for lack of payment.
Validating a booking
For an offer that asks for your validation, a paid booking shows "To validate". Its places are blocked, because it is paid. Open it:
- Validate the booking — the customer receives the confirmation email.
- Decline and refund — write the reason: the payments are refunded, the booking is cancelled and the customer receives your message by email. If a refund fails, nothing is cancelled and you see the error.
Emails and payments
The automatic emails are sent by themselves (see the Emails tab). From a booking you can also write to the customer yourself, at any moment: the subject and the text accept the same {tokens} as the automatic emails, and each email sent is kept in the history.
When a booking is recorded without payment (no payment method set up, or payment to be arranged), the customer receives an email saying it is recorded and that you will contact them; you receive the new booking email in all cases. The payments of a booking are listed at the bottom of its detail. Record a payment received outside the website (cash, transfer), or refund an online payment in full or in part. An online booking that is not paid within the delay set in the Settings tab is cancelled by itself, so nothing stays blocked without a payment.