Bookings

Bookings lists every booking — from your website, your booking widget, your team or your agencies. Open one to see at a glance who is coming, what they owe, and what to do next. To create a booking, use New booking in the top bar (see New booking).

Find a booking

The list shows the Booking # and its creation date, the Source (Website, Widget, Admin or an agency), the Trip, the Customer, the number of guests (Pax), the Total, the Payment state and the booking status. A Pricing badge flags bookings made at a special price.

• Filter by status, Special Price, Trip, Agency or creation date.
• Click the trip name to open that trip’s manifest.
• You can also find a booking from the search field at the top of any page, by booking number, customer name, email, phone, or the name or email of any guest.

Booking statuses

Status	Meaning
Hold, Pending	Spots are held but not confirmed yet — for example an agency booking during its 48-hour hold
Payment Pending	An online payment link was created and is waiting to be paid
Confirmed	The booking is confirmed
Paid	Fully paid
Completed	Closed
Cancelled	Cancelled, with a reason

Hold, Pending and Payment Pending bookings still take their spots on the trip: they show as held on Availability.

To change it, click Status at the top of the booking, choose the New Status (Pending, Confirmed, Completed or Cancelled) and, for a cancellation, the Cancellation Reason. You can add an Internal note; it is added to the booking’s internal notes with the date. A cancelled or completed booking can no longer change status.

Read a booking

The top of the booking shows its number (click it to copy), its status and payment state, then three blocks:

• At a glance: the trip, the guests (with the state of each guest’s profile) and the cabins.
• Why this total?: cabins, extras charged now, surcharge and discount, and the fees charged on board — those the guest pays to the crew during the trip.
• Money:
  • for a direct booking: Booking total, Paid and Remaining to pay. The booking total includes the on-board fees, so the guest sees everything they will pay.
  • for an agency booking, two parts because two people owe you money: what the agency owes (Charged, Paid, To collect) and, separately, Guest pays on board. The agency’s commission and your net amount are under Operator settlement.
  • Payment link shows whether the guests with a balance have been sent their link.

Under it, Next action suggests what to do: Balance due — send payment link, Waiver pending — send trip portal, Passenger missing email.

Act on a booking

Three buttons are always at the top: Add Payment, Invoice / Proforma and Status. The Actions menu holds the rest:

• Add Payment: record money received — see Payments.
• Send Payment Link: send the guest a link to pay online, by email and/or WhatsApp, for the Full Balance Due, one passenger’s share (Per Passenger) or a Custom Amount. Only on direct bookings with a balance.
• Send Trip Portal to Passengers: emails each guest the link to their private portal (profile form and waivers). Guests without an email are skipped. See Guest portal.
• Generate Invoice / Proforma: a Proforma while a balance remains, an Invoice once fully paid.
• On-Arrival Invoice (Park/Fuel): the invoice for the fees the guest pays on board, with the option Email it to the customer now.
• Override Cabin Price: a special fare for one cabin; the total is recalculated.
• Add Surcharge: add an amount to the booking total, with a reason.
• Relocate / Rebook: Change cabin on same trip or Move to different trip (keep booking).
• Edit: the customer’s name, email, phone and special requests, and the Discount. Prices are not typed here: they come from the cabins and extras.
• Delete: only for a booking that has no payment recorded.

The tabs of a booking

Guests

One line per guest: cabin, extras, discount, Paid, Balance, whether their payment link was sent, their waivers and their profile. Use Add Passenger to add a guest. On each guest you can, among others:

• Assign Cabin & Recalculate to move them to another cabin;
• send their own Payment Link (Send by WhatsApp, Send by Email);
• Generate Invoice or View Invoices for that guest;
• Add Discount / Remove Discount;
• Change Customer;
• mark whether This guest is diving.

Extras & Addons

The extras on the booking and who they are for. Add Extra to add one: choose the extra, the guest (or the whole booking), the quantity and price, then Who collects this, and when?:

• We invoice it — paid with the booking, part of the balance due before departure;
• The crew collects it on board — the guest pays at boarding; it stays off the amount due now.

On an agency booking, you also choose whether the agency earns commission on it.

Payments

Every payment on the booking: date, amount credited, processing fee, currency and rate, reference, who recorded it. From a payment line: Copy Payment Link or Resend Payment Link for an online payment still waiting, Edit, or delete it (see below).

Invoices & Proformas

The documents generated for this booking, with their number, type, date and total. Click Download to get the PDF.

Deleting a payment

A payment still waiting (for example an unpaid link) can be deleted normally. A payment that was really received can only be deleted by an administrator, with Delete payment and a reason (Why is it deleted?), and only if it was recorded by mistake. A full copy is kept in the audit log. Payments made through an online gateway, refunds, and payments that settle an agency invoice cannot be deleted this way: refund them at the gateway or correct them where they came from.

Good to know

Fees paid on board (such as marine park fees) are not part of what the guest owes before departure. They appear separately, and the crew collects them at boarding — see Trip manifest.