A booking is an order that contains the sale of goods, tickets and/or rental for one or more events. Booking orders are linked to inventory management in the same way as customer orders, but do not have functions for packing slips, shipping labels and other logistics-specific modules.

To create a new booking, you can choose several ways to start:

• Go to Booking > Bookings and select New booking. You are now starting from a "blank slate".

• Go to Booking > Event calendar and click on an event. You are now starting with the event and time pre-selected.

• Go to Booking > Event calendar and select a time in the calendar. You are now starting with the event pre-selected.

New booking

Select department
At the top right you will find a drop-down list for departments. If you do not have multiple departments, you can ignore this step. Department is pre-selected if your user is linked to a department.

Select customer
Select an existing customer by searching for name or phone number. You can also create a new customer by selecting New registration.

Select event
Select an event from the list, you can search with free text in the drop-down list. Please note that the list shows all events, with the previous events displayed at the bottom. Events belonging to other departments are also displayed and can be selected. You can alternatively create a new event if you want to book something that is not part of the regular offer, select New event at the bottom.

Select time
You can select a date and time from the list, or select one manually that is not part of the regular offer.

Select quantity
Select the quantity for each price group. On the left you can see the capacity, 50 out of 50 means that there are 50 available out of a maximum capacity of 50. You can also override the price if you wish.

Adjustments
In the list you can see the order lines that have been added. Hover over the field on the left to delete a line.
Available shows the available capacity for the event, and the quantity available in stock for products. You can freely adjust the quantity, price and discount.

You can add additional events or products from the drop-down lists above the table.

Handling the booking

You can choose to save draft, or save and lock. If you save as draft, the capacity will not be reserved, the booking will not appear in the calendar and for products, the warehouse will not be reserved.

If you want to save now and continue later, select Save draft. Furthermore, we assume that you want to save and lock.

Lock the booking

Select Lock booking. The capacity will now be reserved and the booking will appear in the event calendar. By pressing menu (the three dots) you can unlock the order. The order can be unlocked as long as it has not been invoiced or prepaid online.

Send order confirmation
If you want, you can send an order confirmation to the customer. The order confirmation is sent to the customer's email address.

You can resend the order confirmation by clicking menu (the three dots) and selecting Send order confirmation.

Invoices
If the order is to be invoiced, you can select Invoice now. If you invoice, you can no longer unlock the order.
If the order is to be paid at the checkout, you should not select invoice, you will find all locked orders in the checkout by searching for it or scanning the QR code the customer has been sent.

After you have invoiced, all fields will be blue to indicate that the step has been completed.

This will also appear on the event page above all bookings at the event.

Tips for useful features

Notes
There are 3 fields on the order that are well suited for taking notes. In addition, you can enter a note on each product line in the table at the bottom of the page.

Reference: Appears in the reference field on the invoice. If the customer wants the order to be marked with a specific purchase number or name, this field is well suited for that.

Note: Appears in the comments field on the invoice. There is a limit of 250 characters.

Internal note: Does not appear on the invoice, and is never visible to the customer. Suitable for internal notes, and used by many for a schedule for completing a booking.

Upload attachments
You can upload as many attachments as you want, most formats except video are allowed to be uploaded. Select the attachment and click Save at the bottom. If you are going to upload multiple attachments, you must click Save each time, you cannot upload multiple at the same time. The number in the Attachments tab shows the number of attachments that have been uploaded, so that you can quickly see that attachments have been uploaded to the order.

Add more resources
You can add and remove "additional resources". These are resources dedicated to this particular booking and appear in the resource calendar.

Send SMS and email
Next to the customer's name, you can select Send email, which will automatically open your email program with the customer as the recipient. You can select Send SMS to send an SMS to the customer. The SMS is saved under the Log tab.