Managing bookings

The Bookings area is every customer booking — from your public booking page, WhatsApp, walk-ins and phone — in one place to view, add and manage.

When you'd use this

A customer phones or walks in and you need to log a booking.
Approving a request that came from your booking page.
Seeing who's diving on a given day.

Viewing bookings

Open Bookings from the sidebar.
Summary cards show Total Bookings, Pending and Confirmed.
Switch between List and Calendar. In list view, filter by Today / 7 days / 30 days / All time, by status, by Channel (WhatsApp, Website, Walk-in, Phone, Email), or search by customer name, phone or service.
- Calendar opens on the current Week and shows every booking for that week — the grid grows and scrolls so nothing is hidden, however busy the day. Switch to Month for a compact overview (busy days show a "+N more" tag). Courses that run over several days appear as one bar spanning those days. Tick the coloured legend to show or hide bookings by status.
Each row shows a Source badge so you can see at a glance where the booking came from. The list sorts by any column, including Source.
When a new Website booking lands while you're on the page, a live toast pops up bottom-right and the booking appears immediately (no refresh needed).

Exporting divers for your insurer

Many insurers want a list of every diver you booked in a period. Press Export for insurance (top right) to open the panel, then:

Choose a From and To booking date.
Copy names copies the full names (one per line) to your clipboard — paste them straight into an email or form. The button shows Copied for a moment when it's done.
Download CSV saves a spreadsheet with two columns: Full name and Start date (file named insurance-export-YYYY-MM-DD.csv).

Each diver appears once even if they booked several times in the range — their Start date is the first day they dive within it. The export only covers the centre you're currently viewing.

Adding a booking

Press Add Booking.
Fill in the customer (search existing or create), service, schedule and notes.
Press Save Booking (or Save & Add Another).

Approving website requests

Requests from your booking page arrive as Pending with an Approve button. Pressing it confirms the whole party and emails the customer a confirmation. (Manually-added bookings are confirmed already, so they have no Approve button.)
If you turn on Auto-approve bookings in Settings → Booking Page, website requests skip this queue — they arrive already Confirmed and the customer is emailed straight away.

Finishing a booking

Finishing happens on the Dive Groups page — you sign divers off per-dive there, which is what removes them from the Dive Groups display board. Bookings no longer have a separate "Mark Complete" step (the old "Ready for Review" prompt has been removed).
Signed someone off by mistake? Open their booking and press Undo sign-off (under Status) — it puts them straight back on the Dive Groups page and clears the completion. You can also undo within 10 seconds directly from the Dive Groups page. (Undo needs the same permission as signing off.)

Booking detail and payments

Finding a service: just start typing. The Service box searches as you type and matches anywhere in the name, so typing "nitrox" finds "Enriched Air Nitrox" without scrolling. Prefer to browse? Click the box and the full list appears, still grouped by category. Arrow keys and Enter work too. The Customer box above it works the same way.
A booking is now one page you scroll, with a menu on the left that jumps between its parts — Overview (dive activity and package status), Payments, Notes and Details (service, dates, status and price) — and a panel on the right that always shows who the diver is: their certification, whether they're cleared to dive, what the group owes, and their emergency contact. The panel links through to their full customer profile.
Use Record Payment in the Payments section (Cash, Card, Bank Transfer, Wise, PayPal, a local payment app, Other). It shows Expected / Received / Outstanding.
The Notes panel keeps four separate fields so nothing gets muddled, grouped by what they do. First, the two that show up on the board: Board note (a short line that appears on the day's board and TV screen — e.g. an instructor request or an off-schedule start) and Keep together (give buddies the same short label so they stay in one group and read as one colour on the board). Then the written notes: Booking notes (anything the customer asked for when they booked — a language preference, a later start, a specific tank size, and so on; you can add to it too) and Internal notes (staff-only, never shown to the customer).
When several people booked together (a party), payment is taken once for the whole group. So on any one person's page the figures are labelled Group expected / Group received / Group outstanding (and the status reads Group paid in full), with "This person's share" shown beneath — that way the group total isn't mistaken for what a single person paid.
When a diver drops out, cancel (or delete) their booking — the group's head-count and total adjust automatically (e.g. a party of 4 becomes 3 and the total drops by that diver's share). Cancelled and no-show divers no longer count toward what the group owes.
Overpaid — if a diver cancels or is marked a no-show after money has come in, the group may have paid more than the new total. The booking flags "Overpaid — refund?"; use the Refund button on the payment to return the difference.
To return money to a customer:
- Card or PayPal payments — use the Refund button next to that payment. It sends the money back to the customer automatically (via the card or PayPal) and reverses it in your books. To prevent a slip you confirm with a reason and by typing the exact amount. Full or partial; you can't refund more than was paid.
- Cash, bank transfer and the rest — use Record Refund (appears once a payment has been received). This only records a refund you've already made by hand — it does not move money. Card and PayPal are deliberately hidden here; use their Refund button instead.
- Refunds show as red negative entries and reduce Received / Outstanding automatically.
A Dive activity panel shows what's been done on this booking and when — each published trip the diver was placed on (date, boat or pool, dive sites, number of dives).
The Party card (in the right-hand panel) is the group's hub: it shows how much of the group total has been paid at the top, lists everyone in the group with their service, status and any medical flag (click a name to jump to that person's booking), and has an Add to party link to add another diver to the same group and bill.
Cancel booking, Cancel whole party and Delete booking now live in the ⋯ menu at the top right of the page, each with a confirmation step. Cancel booking cancels just this person; Cancel whole party cancels everyone in the group at once (payments already taken are kept, and an Overpaid flag appears if a refund is owed).

Splitting a combined package into courses

If you sell a combined-course package (for example "Open Water + Advanced"), you can split it into separate course bookings so each course can have its own instructor and be signed off on its own.

Open the package booking. If it can be split, a Split this bundle card appears in the Overview section (the same action is in the ⋯ menu at the top right).
Press Split this bundle.
Pick a course for each part. The prices pre-fill to an even split of the package price — adjust them if needed. They must add up to the package total exactly (the running total turns green when they match).
Press Add another component if the package covers more than two courses.
Press Split this bundle to confirm.

After splitting:

The package booking is cancelled and set to zero price; the new course bookings carry the booking from then on. A Split into N courses panel links to each one.
Any payments, invoices and receipts you already took stay with the booking — splitting doesn't change what the customer owes or has paid.
Each course can now be assigned to a different instructor and signed off separately on the Dive Groups page.

You can only split a package before it's signed off. In the bookings list, a split package shows a grey Split badge next to its Cancelled status so you know it wasn't simply cancelled.

Badges to know

"⚠ Medical" — a participant flagged a medical condition needing physician sign-off (see booking-medical.md).
"U18" — the diver is under 18 on the day of the booking, so a parent or guardian has to consent. Where there's room the badge also shows their age (U18 · 15), because the age itself changes what they're allowed to do. It appears in the bookings list, at the top of the booking, on each person in a party, on the Dive Groups board and on the trip sheet and its printout.

The badge only shows when you have the diver's date of birth on their customer record. Your public booking page asks for it, so online bookings are covered; for a walk-in, fill it in on the customer record and the badge appears everywhere at once. Nothing is shown when the date of birth is blank — so a missing badge means "we don't know", not "they're an adult".
Paid / Partial / Unpaid — payment progress against the total. For a party this reads Group Paid / Group Partial / Group Unpaid and shows once for the group (on the first person of the party), since one payment covers everyone.

Tips

Capacity is enforced when your booking calendar is on, counting every booking that day — web, WhatsApp and walk-in.
Multi-day courses hold a seat across the whole span (e.g. a 4-day Open Water).

booking-page.md, booking-medical.md, dive-menu.md, customers.md