Bookings

A booking is the main record for an active trip. Whether it started as an enquiry or was created directly, the booking is where the day-by-day plan, financial information, communications, and customer-facing content live. It progresses through statuses as you quote, receive payments, and finalise arrangements (see Enquiry to Booking Flow).

The bookings list

The bookings list shows every booking in your organisation, with these columns:

• Reference: The booking's unique reference number.
• Customer: Name of the lead customer, linked to their profile.
• Itinerary: The currently active itinerary, linked to the editor.
• Travel dates: Departure and return.
• Owner / Salesperson: The team member responsible.
• Status: A coloured badge (Quoting, Quote Sent, Confirmed, Authorised, Cancelled).
• Net / Gross value: Headline financial figures.
• Tags.

Filters

• Status: Multi-select. Defaults to active statuses (excludes Cancelled).
• Owner: One or more team members.
• Travel date range: Quick presets and a custom range.
• Tags.
• Customer: Filter by customer.
• Search: Free-text across reference, customer name, and email.

Creating a booking

You can create a booking in two ways:

1. From an enquiry: On a New or Qualified enquiry, click Start Quote.
2. Directly: From Bookings → New, fill in the customer and trip basics. Direct bookings start in Quoting.

The new booking form captures:

• Customer: Existing customer search or create a new one inline.
• Travel dates: Departure and return.
• Party size and passenger placeholders.
• Currency: Defaults to your organisation's accounting currency.
• Owner: Defaults to the current user.
• Tags.

Bookings can also be imported

If you use the Vamoos integration, bookings can be imported from Vamoos with their basic data populated.

Booking detail page

The booking detail page is the operational hub for the trip. It has a header with the reference, customer, dates, status, primary actions, and a status stepper showing milestones (Draft → Quote Sent → First Payment → Authorised).

It is organised into tabs:

Overview

• Status stepper with timestamps for each completed milestone.
• Financial summary: Net and gross revenue, supplier cost, projected margin.
• Key dates: Departure, return, deadlines.
• Recent activity snippet.

Itineraries

The day-by-day plan editor for the booking. See Itineraries for the full feature reference.

Finance

A combined view of all financial activity for this booking:

• Customer documents (invoices, quotes, credit notes).
• Customer payments received.
• Supplier costs broken down by supplier and itinerary item.
• Supplier payments paid out.
• A payment schedule if configured.

See Finance for details on each finance module.

Communications

Conversation threads linked to this booking, covering inbound and outbound emails plus any in-app messages. You can reply, apply templates, and attach files from within the booking. See Messaging.

Files

Attachments and uploaded documents associated with the booking. Files can also be shared with the customer via the portal.

Passengers

The list of travellers on the booking. Each passenger has personal details, dietary requirements, and a portal invite status. See Passengers.

Share

The customer-facing share configuration:

• The portal link (optionally with an expiry).
• Invite history for each passenger.
• Sync timestamps showing when the portal was last refreshed.

See Customer Portal.

Timeline

A chronological activity log of every change to the booking: status transitions, document creation, payments, communications sent, file uploads, and assignments.

Status actions

The header offers status-changing actions based on the current state:

• Mark Quote Sent: From Quoting, signals the quote has gone out.
• Confirm: Triggered automatically when the first customer payment is recorded.
• Authorise: From Confirmed, marks the booking as fully authorised.
• Cancel: Available from any active status. Records a reason (from Reference → Lists), notes, and who cancelled.

Cancelled bookings are read-only. See Enquiry to Booking Flow for the full set of statuses and how they move.

Owner and assignment

Every booking has an owner, typically the salesperson responsible. The owner is shown in lists, on reports (e.g. revenue-by-owner), and on the dashboard target tracker. Owners can be reassigned from the booking header.

Tags and categorisation

Apply tags to bookings to drive list filtering and reporting. Common tag categories include trip type, season, lead source, and special requirements.