Managing Existing Bookings (Booking Summary)

Overview: The Booking Summary Command Hub

The Booking Summary page is your central operations hub for any customer order. From here, your reception desk or call centre team can handle date rescheduling, attendee additions, payments, refunds, confirmations, check-ins, and cancellations.

You can open any booking summary by searching for the customer under Clients, finding the order in the Bookings Report, clicking an entry on the Diary calendar, or typing the reference into the top search bar.

1. Changing Booking Date & Time (Rescheduling)

When a customer needs to reschedule their visit to a different day or time slot:

1 Open the customer's Booking Summary.

2 In the Quick Actions panel on the right side, locate the Change date / time section.

3 Select the new target date using the calendar picker.

4 Choose the desired time slot from the dropdown list of available sessions on that day.

5 Click Check Availability. The system verifies in real-time whether the new session has enough remaining capacity to accommodate all booked attendees.

6 Click the green Update button.

2. Adding Additional People or Tickets

When a customer wants to bring extra guests, children, or spectators:

1 On the Booking Summary screen, scroll to the Add to this booking section directly below the tickets list.

2 In the dropdown, select the ticket type you wish to add (e.g. Child Admission, Adult Spectator, or Junior Golfer).

3 Keep Update price checked so the extra charge is added to the booking balance.

4 (Optional) If you are offering a complimentary place or special staff discount, enter an override amount into the Override price? box (e.g. 0.00).

5 Click Add. The ticket is immediately attached to the booking, capacity is claimed from the session, and the order balance updates automatically.

6 For Birthday Parties, use the dedicated + / - buttons next to Number of Children or Number of Adults to easily increment party numbers!

3. Resending Customer Booking Confirmation Emails

If a visitor can't find their confirmation email or needs their barcodes resent:

1 Locate the Quick Actions panel on the right side.

2 Click the yellow Resend Booking Email button.

3 The platform immediately compiles a fresh branded confirmation email with barcodes, receipt details, and arrival directions and sends it to the customer's registered email address.

4. Taking Balance Payments & Online Payment Links

When a booking has an outstanding balance (e.g. party deposits or unpaid balance):

• Taking Payment at Reception / Over the Phone: Under the payments section, enter the amount, select the payment type (Cash, Card Terminal, or Gateway), and click Record payment.
• Sending an Online Payment Link: In the Quick Actions panel, click Send online payment link. The customer is emailed a secure direct link to enter their debit/credit card details online from home. When paid, the booking automatically updates to Paid in full!

5. Cancelling a Booking & Releasing Capacity

When an order must be cancelled:

1 In the Quick Actions panel, click the red Cancel and send Cancellation Email button.

2 Confirm the cancellation prompt.

3 The booking status changes to Cancelled, all reserved places are instantly released back into the live calendar inventory so other visitors can book, and an automated cancellation notification is emailed to the customer.

6. Additional Booking Operations

• Checking In Visitors: Click Check all in (mark as attended) or use the individual In / Out buttons next to each ticket for live front-desk attendance tracking.
• Printing: Use the Print Tickets or Print Receipt buttons for till slips and customer copies.
• Internal Staff Notes: Click Add note to record call logs, special requests, or authorization notes visible only to staff.
• Changing Customer: Click Change client if a booking was accidentally attached to the wrong customer profile.