Extras & mandatory fees

An extra is anything sold on top of the cabin. It is either optional (the guest chooses it: nitrox, rental gear, a course) or mandatory (every guest pays it: for example a marine park entrance fee). It is paid either in advance, with the booking, or on board, during the trip.

Create an extra

1. Open Product Setup › Extras, then New extra.

2. Basic Information: the Name, a description, the Category (Equipment Rental, Diving Course, Service, Gas Fill or Technical Gear) and the Financial category (Extra, Service, Park fee…).

3. Pricing: the Calculation Type — Fixed Amount, Percentage, Per Person, Per Day, Per Night or Per Day × Per Person — and the Amount. Then choose Payment: In Advance or On Board.

4. Settings:

   • Mandatory — added automatically to every booking.
   • Included in Price — already part of the cabin price.
   • Commissionable — counted in agency commissions.
   • Show in booking widget — visible to guests online. It only affects the widget, never invoices or booking totals.
   • Featured (best seller) — shown in the widget’s Most popular section.

5. Category Details change with the category: sizes and brand for rental, agency and level for a course, gas type and tank for a gas fill…

6. Advanced Options › Trip Assignment: All Trips, or Specific Trips.

7. Save.

Mandatory fees (e.g. marine park fees)

Many destinations charge each diver an entrance fee for protected areas. In DiveHQ it is a mandatory extra:

1. Create an extra, for example “Marine park fee”.

2. Set the Financial category to Park fee. DiveHQ then switches on Mandatory, sets Payment to On Board, and turns off Included in Price and Commissionable.

3. Set the Calculation Type (often Per Day × Per Person) and the Amount.

4. Under Trip Assignment, keep All Trips.

5. Save.

Example

In Komodo National Park (Indonesia), divers pay a daily park entrance fee. Operators there set it up exactly as above. If your destination has no such fee, you don’t need this extra.

Paid now or paid on board

• In Advance extras are part of the booking total, the amount the guest pays you before the trip.
• On Board extras are not part of the booking total. During online booking, guests see them in a Payable on board box. On the booking page, the Why this total? block lists them on a separate Charged on board line — charged to the guest and collected by the crew — while Booking total, Paid and Remaining to pay only count what is paid before the trip.

Which trips get the extra

• When you save an extra, it is added to — or updated on — the trips it is assigned to: every upcoming trip with All Trips, or every trip you selected with Specific Trips (past ones included).
• Trips created later automatically receive every extra that is active, mandatory and assigned to All Trips.
• Each trip’s Extras tab can adjust that trip’s price, quantity and availability (see Trips).

Good to know

Saving an extra again rewrites its name, description, price, currency, maximum quantity and display order on every trip it is assigned to, and makes it available again on each of them — including changes you made on a trip’s Extras tab. Make lasting changes on the extra itself, and check the trips’ Extras tabs after saving.