Managing a booking

A booking is what an accepted proposal becomes: the trip your customer is actually going on, with its travellers, its documents, its money and its history in one place. You'll find them under Sales → Bookings.

The booking screen

Open a booking and the header keeps three things in view no matter which tab you're on: the trip title, the booking reference, and a row of badges.

Two of those badges mean different things and it's worth knowing which is which:

• Status is where the booking stands commercially — pending, confirmed, cancelled, completed or no-show.
• Pipeline stage is where it stands operationally — awaiting deposit, to reserve, standby, preparation, travelling, or feedback. This is the lane it sits in on your board.

Next to them sits the payment status and a short line with the dates, the number of travellers and what's still due.

Below the header are seven tabs: Overview, Itinerary, Payments, Travelers, Messaging, Documents and History.

Travellers

Nothing else can finish until the traveller list is complete — a contract won't generate without it.

On the Travelers tab, use Add traveler and fill in what the trip needs: full name, date of birth, nationality, email and phone, passport or national ID with its country and expiry, address, and an emergency contact. Customers can enter their own details during checkout on your site; after that, the list is yours to maintain. In their account area travellers can read their details but not edit them, and they're told to contact you instead.

Getting the trip actually booked

The Itinerary tab has two halves. The top is your customer's itinerary exactly as they see it, with a Preview as customer link. Below it is Readiness & Reservations — your internal board of everything that still has to be arranged: hotels, trains, buses, ferries, transfers, activities, restaurants, guides, eSIMs, insurance, visas and flights.

Each row moves from to-do, to pending, to confirmed or cancelled, and holds the supplier's confirmation code once you have it. Anything still missing a code is flagged, so at a glance you know whether the trip is ready to travel.

Flights can be searched and booked live, or entered by hand if you booked them elsewhere. See Integrations.

Documents and the booking pack

The Documents tab holds the signed contracts (see Contracts & signatures), anything travellers uploaded, and files you've added yourself. You choose per file whether the customer can see it or whether it stays internal.

The booking pack is the customer's trip summary — flights, hotels, transfers, pickup details and entry requirements, drawn from the reservations you confirmed rather than retyped. Customers open it from a private link; it prints cleanly to PDF. A readiness card tells you what's still incomplete before you send it.

When something changes

Dates move, a traveller drops out, you add a night. Every confirmed change is recorded as an amendment, so the booking always shows what changed, when, and whether the price moved with it.

• Adjust total… applies a one-off surcharge or discount.
• Changes that cost the customer more are set to notify them by default; changes that don't, aren't. You can override either way, and send a pending update later with Send update.
• Customers see the confirmed, visible changes in a Changes tab in their account area.

Staying in touch

The Messaging tab shows the WhatsApp and email conversation for this booking alongside any message sequences running on it — see WhatsApp & the inbox. Notify customer and Resend confirmation are on the booking's action menu when you need to push something out by hand.

The History tab records who changed what and when.

What's next

• Taking payments — deposits, balances and payment links.
• Contracts & signatures — get the paperwork signed.
• WhatsApp & the inbox — keep the conversation on the booking.