Booking groups
A booking group ties several activities together into one event: for example, a team day with minigolf followed by a laser game, or a party with climbing and a party room. You hold the places for all the activities together, confirm them together, and the customer gets a single confirmation email listing everything.
Open Operations → Booking Groups in the sidebar.
The list shows each group's Reference, Customer, Type (Package or Custom), Party Size, Total, Status and Created date, newest first. Use Status to filter. Click a reference to open the group.
Create a group
- Press Create Group.
- Choose the Group Type:
- From Package: start from one of your event packages. Choose it in Select Package. The party size must fit the package's minimum and maximum, which are shown next to its name.
- Custom: pick the activities yourself.
- Enter the Party Size, Customer Name, Customer Email, Customer Phone and any Internal Notes.
- Press Create.
The new group is a Draft, and it opens so you can add activities.
Add activities
You can only add activities while the group is a draft.
- Package groups: the Package activities list already has one row per activity in the package, with the site and activity filled in. Press Pick slot on each row and choose a time. Rows you've done show Added.
- Custom groups: press Add Activity, choose the Site and the Activity, then pick a time slot. Repeat for each activity.
Each activity becomes a booking in the group. They are listed under Activities, with site, date and time, party size, total and status. Click an activity to open its booking.
Hold, confirm, cancel
The buttons at the top of the group change with its status.
| Status | Buttons |
|---|---|
| Draft | Add Activity, Calculate Pricing, Create Holds (once there's at least one activity), Delete Draft |
| Hold | Confirm, Cancel All |
| Confirmed | Cancel All |
- Calculate Pricing works out the group total and shows it under Pricing. Do this before you create holds.
- Create Holds reserves the places for every activity in one go. If any one slot is full, nothing is held, so you never end up with half an event. The Hold Expiry card shows when the holds run out.
- Confirm opens Confirm Booking Group. Choose the Payment Method, either Invoice or Complimentary (free), and press Confirm & Send Email. All the activities are confirmed and the customer gets one confirmation email listing them all.
- Cancel All cancels every activity in the group and frees their places.
- Delete Draft removes a draft group completely.
To cancel just one activity, open its booking from the Activities list and cancel it there. See Bookings. The group's status then changes to Partially Cancelled.
Statuses
Draft, Hold, Confirmed, Partially Cancelled, Cancelled, Completed and Expired (the holds ran out before the group was confirmed).
Tips
- Confirm quickly once the holds are in place. If the holds expire, the places are released.
- With Invoice, you bill the customer yourself. The bookings are confirmed, but the money is still marked as owed until you record the payment.
- Use Internal Notes for event details such as the contact person, dietary needs or arrival plans.