How a booking works, from booked to home

A booking has only two statuses: Confirmed and Cancelled. Everything else, such as how much is paid, whether the travellers are named or their documents are in, is followed alongside it. The Track on the booking page shows where the booking is: Booked, Deposit, Fully paid, Documents, Departure and Home.

When the booking is made

A booking is made from New booking, from a quotation the customer accepted, or by the customer in their own account. At that moment the system:

• gives it the next booking number (each branch can have its own numbering, set in Settings → Numbering);
• locks the price: later price changes on the trip do not touch it;
• takes the seats, so nobody else can sell them. Adults and children always take a seat; infants only when Babies take a seat is on in Settings → Preferences;
• gives hotel rooms from the rooms contracted for the trip (Give hotel rooms to a booking);
• creates the customer's trip page link (Share the customer's trip page);
• marks the customer's open leads as Became a customer;
• records the deposit, or creates a payment link for it, and sends the confirmation on the channel you chose.

When a booking brings the trip to its minimum group size, or takes its last seat, a message tells you.

While the customer pays

The payment state moves from Unpaid to Deposit paid, Partly paid and Fully paid as payments come in, and to Overdue if the balance due date passes first. See Deposits, balances and due dates. The Next step card reminds you to collect the balance, and suggests the invoice once everything is paid.

Before departure

• Name the travellers (Choose the travellers on a booking) so the rooms, tickets and voucher carry their names.
• Collect the documents the trip asks for. The Documents stop turns to Ready when each traveller has them.
• Send the voucher and the trip page link (Send messages and print the confirmation or voucher).

After the trip

When the trip leaves, the track moves to Departure, and to Home once it is back. The booking stays in your records with its payments, invoices and messages. Reminders about rooms, names and documents stop.

What you can change after confirming

To change what cannot change, cancel the booking and make a new one; refund or move the money as needed.

Cancelled bookings

Cancelling frees the seats and rooms at once. Money already paid stays on the booking until you refund it or keep it as the customer's credit. A cancelled booking can be restored while the trip still runs and enough seats are left. See Cancel a booking or restore it.