Go to Experiences > Bookings.
The Bookings page is where every booking your customers make lands, so you can see who is coming, take payment, and check guests in on the day. A booking is a customer holding a place at one of your experiences, whether that is a ticketed event or a time-slot reservation at one of your locations.
Bookings from both of your experience types appear together in one list. Each row is tagged Event or Reservation so you can tell them apart at a glance, and you can filter to just one type when you want to focus. This gives you a single view of everything on the calendar without jumping between pages.
If you are not yet taking bookings, the Members One reservations page introduces the reservation system behind them.
Events and Reservations
Every booking is one of two kinds, shown by a coloured chip in the Type column.
Event
- A booking against a ticketed event, such as a cellar door tasting night or a release party. It records the session the customer is attending and the ticket tiers they bought. You set up events on the Events page.
Reservation
- A booking against a time slot at one of your locations, such as a table for a tasting flight. It records the date, time, guest count, and any experiences added to the booking. You set up reservations on the Reservations page.
List and Calendar Views
You can switch how bookings are displayed using the toggle at the top of the page.
List view
- The default view. It shows your bookings as a sortable, paged table, with the newest bookings first. Select any column heading to sort by it.
Calendar view
- Shows your bookings laid out on a calendar, which is handy for seeing how busy a particular day or week is at a glance. Select a booking to open its details.
Finding a Booking
Search
- Use the Search Bookings box to find a booking by its reference, or by the customer's name or email.
Filters
- Select Filters to narrow the list. You can filter by booking type (Events or Reservations), a specific event, status, payment status, and a date range using From Date and To Date. The number of active filters is shown on the button, and Clear resets them.
Adding a Booking
You can take a booking on a customer's behalf, which is useful for phone bookings or walk-ins. Select Add Booking to open the form.
Step 1: Choose the booking type
- Select whether you are booking an Event or a Reservation.
Step 2: Choose the customer
- Search for an existing customer, or add a new one by entering their name, email, and phone number.
Step 3: Choose what they are booking
- For an event, pick the event and session, then choose the ticket tiers and quantities.
- For a reservation, pick the location, date, and available time slot, set the number of guests, and add any experiences.
Step 4: Confirm the booking
- Leave Send confirmation switched on to email the customer their booking confirmation, then save. The booking appears in the list straight away.
Managing a Booking
Select a booking, or use the row action menu, to open its details. The detail view shows the customer, the event or reservation, the tickets or experiences booked, a payment summary, and an activity log of everything that has happened to the booking.
From here you can take the following actions. The same actions are also available from the row action menu on the list.
| View Details | Opens the full booking, including the customer, what they booked, the payment summary and the activity log. |
| Check In | Marks the guest as arrived on the day. If payment is still pending, you are asked whether to take payment first or check them in anyway. |
| Mark as Paid | Records the booking as paid, for example when the customer has paid in person. |
| Capture Payment | Takes payment on the card entered in the form when a booking is still awaiting payment. |
| Mark No-Show | Marks a guest who did not turn up. Where a reservation charges a no-show fee, this is where the fee is applied. |
| Cancel Booking | Cancels the booking, with an optional reason. You can also refund the payment at the same time. |
| Refund Payment | Refunds a paid booking back to the customer's card. |
| Download Ticket | Downloads the booking's ticket as a PDF, which you can print or send to the customer. |
Booking Statuses
The Status column tells you where each booking is up to.
| Pending | The booking has been made but is not yet confirmed. |
| Confirmed | The booking is confirmed and the guest is expected. |
| Attended | The guest has been checked in on the day. |
| No Show | The guest was expected but did not turn up. |
| Cancelled | The booking has been cancelled. |
Payment and Refunds
The Payment column shows how much of the booking has been paid. Payments are taken securely through Stripe, and every payment or refund is recorded against the booking.
| Pending | No payment has been taken yet. You can capture payment or mark the booking as paid from its details. |
| Deposit Paid | Part of the total has been paid, with a balance still due. |
| Paid | The booking has been paid in full. |
| Partially Refunded | Some of the payment has been refunded to the customer. |
| Refunded | The full payment has been refunded to the customer. |
No-show fees
- Some reservations do not take payment up front, but hold the customer's card so a no-show fee can be charged if they do not arrive. These bookings show Card on File in place of a total, and the fee is charged when you mark the booking as a no-show.
Exporting Bookings
- Select Export to download the current list of bookings as a CSV file, including the customer, contact details, what they booked, the amount, and the payment and booking status. Any search or filters you have applied are reflected in the export.
Bookings List Page Table
Below is a table of list page items and their functions.
| Search Bookings | Search your bookings by reference, customer name or email. |
| List / Calendar toggle | Switches between the table view and the calendar view. |
| Filters | Narrows the list by type, event, status, payment status and date range. |
| Add Booking | Opens the form to take a booking on a customer's behalf. |
| Export | Downloads the current list of bookings as a CSV file. |
| Reference | The unique reference for the booking. |
| Type | Whether the booking is for an event or a reservation. |
| Customer | The name and email of the person who made the booking. |
| Event / Reservation | The event or reservation being booked, with the location shown for reservations. |
| Date | The date and time of the session or reservation. |
| Guests | The number of tickets or guests on the booking. |
| Total | The total value of the booking, or Card on File for a no-show fee reservation. |
| Payment | The payment status of the booking. |
| Status | The booking status, such as confirmed, attended or cancelled. |
| Action | View, check in, mark as paid, mark no-show, cancel or refund the booking. |