Booking Management
How to add, edit, delete, and restore bookings — and how to limit how long guides have to check one in.
Adding a Booking
There are two ways to add a booking to a tour slot.
Method 1 — Quick Add
Expand a tour slot and click Add booking below the existing bookings. Date, time, and language are inherited from the slot — only the booking's own details need filling in.
Fields
Customer name
Defaults to "Walk-in" — overwrite it with the guest's actual name.
Platform *
Which platform the booking came from. Defaults to Manual.
Adults
Number of adults booked. Minimum 1.
Children
Number of children booked. Minimum 0.
Check In & Create (green)
Creates the booking and immediately checks it in, using the adults/children counts entered above as the checked-in counts.
Create (gray)
Creates the booking without checking it in. Both buttons are disabled until a customer name is entered.
Method 2 — Create Booking Button
Click Create Booking at the top of the Tours page (visible to Admins and Managers) to open a booking form without needing an existing tour slot — the slot is found or created for you.
Fields
Customer name *
Required.
+ Add phone number
Optional. Reveals a phone field once clicked.
+ Add email address
Optional. Reveals an email field once clicked.
Tour *
The tour this booking is for.
Language *
The language the tour will be conducted in.
Date *
The date of the tour.
Time *
The start time of the tour.
Private tour
Toggle to mark the underlying slot as a private tour. Off by default.
Platform *
Which platform the booking came from.
Adults
Number of adults booked. Minimum 0, defaults to 1.
Children
Number of children booked. Minimum 0.
Guide (€)
What the guide is paid for this booking, if anything. Entering an amount here also marks the booking as having guide tips.
Organization (€)
What the organization is paid for this booking, if anything.
Guide note
Optional internal note for guides, added via the "+ Add" link.
Editing a Booking
Click any booking row inside an expanded tour slot to open its Details panel.
Fields
Customer name / phone / email
Editable by Admins and Managers; read-only for guides. Phone and email each start collapsed behind a "+ Add" link, and once filled show quick actions — call/WhatsApp for phone, copy/send email for email.
Platform, booking code, received date
Read-only — where and when the booking came from.
Platform note
Read-only. Only shown if the source platform sent one along with the booking — this is not something you write, it comes from the platform.
Guide note
Editable internal note, same "+ Add" / "Edit" / "Hide" pattern as the create forms.
Tour, Language, Date, Time, Private tour
Hidden by default — click the pencil icon in the panel header to reveal and edit them. Private tour is Admin/Manager only.
Guide (€) / Organization (€)
Admin/Manager only, also behind the pencil icon toggle.
Attendance confirmation
"Will attend" / "Won't attend" buttons (Admin/Manager only) recording whether the guest confirmed ahead of time. A status pill next to them — Confirmed / Declined / Not confirmed yet — is visible to everyone, and reflects a WhatsApp reply automatically if pre-check-in messaging is set up.
Check-in: booked vs. checked-in counts
The Check-in section has its own adults and children counters — these are not the same numbers as what was originally booked. Each shows the original booked count struck through (e.g. 2) next to the editable checked-in count. The first time you open a booking that hasn't been checked in yet, the checked-in counters simply start out equal to the booked counts — from there you can adjust them up or down (e.g. only 1 of 2 adults actually showed up).
Checked in by
A dropdown of organization users, with "Not checked in" as the first option. Picking a user marks the booking checked in by them; picking "Not checked in" unmarks it — there's no separate uncheck control.
Check In & Save (green)
Only shown while the booking isn't checked in yet. Saves every field on the panel and marks the booking checked in — if no one was picked in "Checked in by", it assigns you automatically.
Save (gray)
Saves every field on the panel. Only touches the checked-in status/counts if you actually changed the "Checked in by" selection or the checked-in counters — leaving them untouched won't undo an existing check-in or overwrite its counts.
Deleting & Restoring a Booking
Open the booking's Details panel and use the trash icon in the bottom-left of the footer (Admins and Managers only). Deleting is non-destructive — the booking is only marked canceled, not permanently removed.
Where canceled bookings go
Each tour slot's booking list has an "N canceled" link below the active bookings — expand it (it becomes "Hide canceled") to see everything deleted from that slot.
Restoring
Click a canceled booking to open its Details panel (it shows a "Canceled" badge in the header), then click Restore in the footer.
Limiting the Check-In Window
In Settings → General Settings → Booking Check-In, toggle Restrict Check-In Time for Guides on and set a Maximum minutes after tour start (1–1440, default 30). Once that window has passed, the Check In & Save / Save buttons in a booking's Details panel become disabled — for everyone except Admin accounts.