Every booking, organised around what to do next

Organise the day around what needs doing

A booking list sorted by date tells you what happened. What a team needs each morning is what to do next: whose payment is stuck, whose balance is overdue, which trips leave this week. The views across the top of Bookings answer those questions one at a time, so nobody has to scroll a long list hoping to spot problems.

Worked example: a fifteen-minute morning routine

Start with Awaiting payment. It shows checkouts that were started but not paid, and payments to check. A booking flagged Payment amount didn't match: needs review comes first: compare the amount and currency in your provider's dashboard, then record or refund the difference.

Then open Balance to collect and filter Trips from today to 30 days ahead. Select the bookings and choose Email payment link to send every traveller a secure link in one go. Bookings past their due date show Overdue since on the booking page, and those travellers may deserve a phone call rather than another email.

Finish with Upcoming trips, sorted by Soonest trip. Open each departure leaving in the next few days and check the notes. If a traveller wrote vegetarian; arriving a day early, make sure the hotel and guide know.

Statuses that explain themselves

Pending payment means the traveller is at checkout with seats held, or a payment is being checked. Expired means the checkout was not paid in time and the seats went back on sale. Deposit paid means a balance is still due. Confirmed means paid in full or confirmed by your team; Completed means the trip has run; Cancelled means you cancelled it.

Late payments are handled for you. If a traveller pays just after their checkout expired and seats are still free, the booking is reinstated automatically. If the seats have gone, it is flagged so you can refund the traveller or add capacity.

Notes, the timeline and phone bookings

The activity timeline records the booking starting, payments arriving, emails sent and refunds. It is the first place to look when a traveller says they never received something. Internal notes sit in the same timeline and are seen only by your team, so a colleague picking up the booking tomorrow sees the whole story.

Money that arrives outside the website goes in with Record payment: bank transfer, cash, card terminal or other, with a note for the reference. The traveller receives a receipt showing what is left to pay. Bookings your team creates appear in the same list under the Added by staff channel, using the same seats as online bookings.

Finding one booking fast

Search bookings looks up a reference, a name or an email. Click a row for a quick preview, enough to answer how much is still owed, or choose Open booking for the full page. Filters narrow the list by tour, status, channel and trip dates, and you can sort by Newest first or Soonest trip.

On a phone, the channel and date filters sit behind More filters, so the list stays readable when you are away from the office.

Common mistakes to avoid

Recording a bank transfer that was also paid online, which makes the booking look overpaid; check Payments on the booking first. Keeping important information in personal email instead of a note on the booking. Cancelling when the traveller only wants another date, since a cancelled booking cannot be reopened. And exporting the whole list when you need one tour: filter first, because Export downloads the current list.