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Viewing & Managing Bookings

Once bookings start flowing in, you need an easy way to find, review, and act on them. This guide covers the bookings table and the booking detail page.

The Bookings Table​

Navigate to Bookings > Rentals or Bookings > Experiences from the sidebar. The table lists all your bookings with the most recent ones first.

Table Columns​

ColumnDescription
Booking #The unique booking reference number.
Booking dateWhen the booking was created.
CustomerThe name of the customer. Click to jump to their profile.
StatusThe current booking status, shown as a color-coded badge.
Pick up dateThe scheduled pickup date and time.
Return dateThe scheduled return date and time.
PriceThe total booking price.
Payment statusPayment status -- Paid, Unpaid, Partially Paid, Refunded, or Partially Refunded.
ActionQuick action buttons for pickup and return.

Sorting​

Click any column header to sort the table by that column. Click it again to toggle between ascending and descending order.

Searching​

Type in the Search bookings bar to filter by:

  • Booking ID
  • Customer name
  • Customer email

Results update instantly as you type.

The bookings table with a search term entered and filtered results displayed.

Quick-View Tabs​

The tabs above the table give you quick views into different booking states:

  • All bookings -- every booking
  • Upcoming pick ups -- bookings with upcoming pickup dates
  • Next returns -- bookings due to be returned soon
  • Shortages -- bookings with inventory shortage issues

Each tab shows a count of bookings in that state.

Filtering by Status​

Use the Status dropdown above the table to filter by a specific booking status:

  • Confirmed -- upcoming bookings
  • Picked Up -- rentals currently out with customers
  • Returned -- rentals that have been returned
  • Completed -- finished bookings
  • Cancelled -- canceled bookings

Filtering by Date​

  1. Click the Filter by date button above the table.
  2. Select the date range you want to filter by.
  3. Click Apply.

The table updates to show only bookings that fall within your selected range.

Filtering by Tag​

If you use booking tags, select a tag from the Tag dropdown to see only bookings with that tag.

Filtering by Payment Status​

Use the Payment status dropdown to filter by Paid, Unpaid, Partially Paid, Refunded, or Partially Refunded.

The Booking Detail Page​

Click any booking row to open its detail page. This is where you manage everything about a single booking. The page is built around a two-column layout: the main column on the left has the booking content, and a sticky right rail keeps the Payment summary in view while you scroll.

The redesigned booking detail page showing the header strip, banners, two-column layout (main + right-rail Payment), and inline-editable participants section.

Page Header​

The header is one compact strip across the top:

  • The booking number (e.g. Booking #144)
  • A status pill (e.g. Confirmed, Picked Up, Cancelled) and a payment pill (Paid, Unpaid, Partially Paid, Refunded)
  • An Archived badge if the booking has been archived
  • A short meta strip: booking type · duration · total (hidden on smaller screens to keep the header tidy)
  • An Actions ▾ dropdown — Edit, Download Packing Slip, Download Invoice, Download Tickets (experience bookings), Cancel booking, and Archive / Restore booking (when applicable)
  • A primary action button that adapts to where the booking is in its lifecycle: Pick up, Return, Check in, or Mark as completed

Banners​

Important alerts stack just below the header, so you see them immediately:

  • No Show — the booking is overdue for check-in or pickup
  • Inventory Shortage — one or more booked items don't have enough stock for the dates
  • Waivers incomplete — one or more participants haven't yet completed the required waiver. A Send waiver emails button on the banner sends the request emails in one click. (See Inline Waivers.)

Details Tab​

The Details tab is the default view. The main column contains, top to bottom:

  • Dash AI insights & quick prompts — context-aware summaries and suggested actions for this booking
  • Customer — name, email, phone, source, and "booking made" timestamp
  • Rental period / Experience date / Order details — pickup and return (or start and end) date and time, duration, and pickup / return location (rentals and store products only)
  • Cancellation (if cancelled) — the cancellation reason and any notes added at cancellation
  • Custom Fields — any booking-level custom fields configured for your supplier
  • Items in booking — the table of products / experiences / store products with quantities, unit prices, totals, and pickup / return status. On multi-participant rentals, each item also shows the participant assigned to it (and the specific unit number once it has been picked up)
  • Condition Reports (rentals) — pickup and return condition photos and notes per inventory unit
  • Booking participants — one row per participant with inline editing:
    • Inline ticket-type select for experience bookings (assign to a rate option without leaving the page)
    • Inline rental item select for multi-participant rental bookings — assign which item each participant gets (e.g. City Cruiser (M)) without leaving the page. See Assigning Items to Participants below
    • Edit pencil to update first name, last name, email, notes, and any participant-scope custom fields in one save
    • × remove for non-booker participants (the booker can't be removed)
    • Waiver pill per applicable form — Signed (links to the response) or Pending (with a Send waivers action)
    • + Add at the top of the card opens the bulk participants form (POS-style with customer autocomplete)
  • Booking notes — notes from your team. Add new notes inline using the textarea at the bottom of the card.
  • Booking tags — chips for every tag applied. Click the × on a chip to remove. Click + Add to open a popover and pick more tags.
  • Email actions — Send confirmation, Send reminder, Send cancellation (cancelled bookings), and Send waivers (when waivers incomplete)

The right rail contains the Payment card and stays visible as you scroll:

  • Subtotal, discount, taxes, total
  • Amount paid (view transactions) — click to expand an inline ledger of every payment, refund, deposit movement, and voucher use
  • Amount due — green when £0, red when there's a balance
  • Add payment (if there's a balance) and Process refund (if anything has been paid)
  • Security deposit row — collapsible, with Place hold / Charge deposit / Release / Capture buttons appropriate to the deposit's current status

Assigning Items to Participants​

When a rental booking has several participants — for example a family hiring four bikes on one booking — you can match a specific item to each person, so everyone is paired with their own gear and their own waiver under a single booking.

This is available when the rented product has Require participant details turned on (see Creating a Product). Add the people to the booking first — at checkout, in the POS, or with + Add on the Booking participants card.

To assign items:

  1. Open the booking and find the Booking participants card on the Details tab.
  2. On each participant's row, use the Rental item dropdown to pick the item that person is taking (e.g. City Cruiser (M)). Choose — No item assigned — to clear it.
  3. The assignment saves instantly — there is no separate Save step.

Once assigned:

  • Each participant row shows → {item} next to their name.
  • The Items in booking table shows the assigned participant under each item — and the specific unit number once the item has been picked up and scanned.
  • Each participant keeps their own waiver, so the Waivers incomplete banner counts per person (e.g. "2 of 4 participants have not yet completed the required waiver"). See Inline Waivers.
  • The packing slip (Actions ▾ → Download Packing Slip) lists the assigned participant beside each item, so your counter staff hand the right gear to the right person.

A booking with no assignments behaves exactly as before — items stay at the group level, and nothing changes for single-participant or non-participant bookings.

History Tab​

The History tab shows a chronological timeline of every action taken on the booking, titled Booking History. Each entry includes:

  • A description of the action (e.g. "Booking #144 was created")
  • A status badge
  • The date and time

Quick Actions from the Detail Page​

From the booking detail page you can: