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Managing Bookings

This guide covers searching for bookings, progressing them through the status lifecycle, recording amendments, and using the activity log.

Searching and Filtering Bookings

On the Booking List page, use the filter bar to find bookings:

  1. Search field -- Type a booking reference (e.g., "TQ-2026") or a customer name. Partial matches are supported.
  2. Status dropdown -- Select a specific status to show only bookings in that state.
  3. Agent filter -- Show only bookings assigned to a particular agent.
  4. Date range -- Filter by travel start and end dates.

The status tabs below the filter bar provide one-click filtering by status group. Each tab shows a count badge with the number of matching bookings.

Bookings Table Columns

Column Description
Reference Booking reference (TQ-YYYY-NNNNN), click to open the detail page
Status Current lifecycle status with colour-coded badge
Customer Customer name and phone number
Travel Dates Start and end dates
Agent Assigned agent name
Total Sell Total selling price in booking currency
Balance Due Outstanding balance
Created Creation date

Booking Source Badges

Below the reference number, a badge indicates how the booking was created:

  • TripMaker #15 -- Created from TripMaker project 15
  • Inbound Group #7 -- Created from inbound group 7
  • GROUP_OUTBOUND -- Created from an outbound group sale
  • No badge -- Manually created booking

Status Lifecycle

A booking progresses through these statuses:

ENQUIRY --> QUOTED --> OPTION_HELD --> CONFIRMED --> TICKETED --> COMPLETED
Status Meaning
ENQUIRY Initial status. Services and passengers can be freely edited.
QUOTED A quote has been prepared for the customer.
OPTION_HELD Held temporarily with an expiry deadline. Expires automatically if not confirmed.
CONFIRMED Customer has accepted. Changes are tracked as amendments.
AMENDED Modified after confirmation. Can be re-confirmed.
TICKETED All services are ticketed and ready for travel.
COMPLETED Travel is finished. Terminal status.
EXPIRED Option hold deadline passed. Can be re-quoted.
CANCELLED Booking has been cancelled. Terminal status.

Changing Status

  1. On the Booking Detail page, click the Status dropdown in the header bar.
  2. Select the desired new status. Only valid transitions are shown.
  3. If selecting Option Held, a date-time picker appears for the expiry deadline.
  4. Optionally enter notes explaining the reason for the change.
  5. Click Confirm to apply.

Valid Status Transitions

Current Status Can Transition To
ENQUIRY Quoted, Confirmed, Cancelled
QUOTED Option Held, Confirmed, Cancelled
OPTION_HELD Confirmed, Cancelled
CONFIRMED Amended, Ticketed, Completed, Cancelled
AMENDED Confirmed, Ticketed, Cancelled
TICKETED Completed, Cancelled
EXPIRED Quoted, Cancelled

Note: COMPLETED and CANCELLED are terminal statuses. No further transitions are possible.

Option Holds

Option holds let you reserve a booking for a limited time while the customer decides.

Placing a Hold

  1. Change the booking status to Option Held.
  2. Set the Expiry Date and Time in the date-time picker.
  3. Click Confirm.

How Expiry Works

The booking automatically expires if not confirmed before the deadline. This is enforced in two ways:

  • On read -- When anyone views the booking, the system checks the expiry date
  • Background job -- A scheduled task runs periodically to expire past-deadline bookings

Extending a Hold

  1. While the booking is in OPTION_HELD status, click Extend Hold.
  2. Set a new expiry date and time.
  3. Click Confirm.

Amendments

When a booking in CONFIRMED or AMENDED status is modified (service lines added, updated, or removed), the system automatically records an amendment.

Viewing Amendments

  1. Open the booking detail page.
  2. Click the Amendments tab.
  3. Each amendment shows:
Field Description
# Sequential amendment number
Date When the amendment was made
Description What was changed
Previous Total Booking total before the change
New Total Booking total after the change

Activity Log

The activity timeline provides a chronological audit trail of all events on a booking. It is visible on the Overview tab and as a side panel on other tabs.

Events recorded include:

  • Booking creation
  • Status changes
  • Service line additions, updates, and removals
  • Passenger additions and removals
  • Hold extensions
  • Notifications sent
  • Agent notes

Adding a Note

  1. Type your note in the text field at the top of the activity timeline.
  2. Click Add Note.
  3. The note appears as a NOTE_ADDED entry in the timeline.

Sending Notifications

Booking Confirmation Email

  1. On the Booking Detail page, click Send Confirmation in the header.
  2. The system sends a confirmation email to the customer with booking details.
  3. A NOTIFICATION_SENT entry appears in the activity timeline.

Payment Reminder Email

  1. Click Send Reminder in the header.
  2. The system sends a payment reminder email showing the outstanding balance.
  3. A NOTIFICATION_SENT entry appears in the activity timeline.

Financial Summary

The booking header and Overview tab display these calculated totals:

Total Calculation
Total Cost Sum of all non-service-charge line costs (in local currency)
Total Sell Sum of all non-service-charge line sell prices
Service Charges Sum of service-charge line sell prices
Total Paid Sum of all payments received
Balance Due Total Sell + Service Charges - Total Paid

Troubleshooting

Issue Solution
Cannot change status Check the valid transitions table -- not all transitions are allowed from every status
Option hold not expiring Verify the expiry date is in the past and the background job is running
Totals not updating Totals are recalculated on service line changes; try refreshing the page
ERP references missing ERP integration may have failed during creation; check the maintenance dashboard

Next Steps