Show Existing Bookings (Manage Bookings)

Overview
The "Manage Booking" section offers a streamlined way for staff to efficiently oversee and update booking details. It allows easy access to key information such as payment status, waiver completion, and check-in status. Staff can quickly process payments, manage waivers, and ensure all customer details are up-to-date, enhancing the overall efficiency and accuracy of booking management. This system helps staff provide better service by allowing them to address issues promptly, such as missing waivers or incomplete payments, all within a single interface.

Instructions

To see Existing Bookings hover your cursor over the number next to the (padlock symbol). Click on the number.

This function applies only to tours with availability set.

Departure guest List

All existing bookings for the selected tour and date will be displayed on this page. This interface is designed to help staff manage bookings more efficiently. From here, staff can easily update important details related to each booking, such as payment status, waiver completion, and check-in status. Below are the steps that explain how each function works

Click on the Pencil Icon to open a booking. Click here to learn more about the booking form.

Payment status column is where you will be able to process the payment by clicking their statuses.
Note: If the payment status is already marked as PAID or OVERPAID, it will no longer be clickable. To edit the payment, you will need to click the pencil icon next to the booking number.
When the badge for Payment status is Unpaid or Partially Paid, the badge becomes a clickable link to pop up a Payment Line.

After clicking on the payment status, a payment window will appear, allowing you to update the payment details. In this window, you will see:

the outstanding balance already calculated
the outstanding balance is read only and cannot be edited on this screen.
default payment option will be a Gateway transaction
the user can modify the "Collect By" field and select the appropriate "Payment Type" based on how the client wants to pay for the remaining balance.

How ResPax automatically calculates the outstanding balance

Expired and Voided gateway payments are ignored.
Cash and Agent On Account payments are valid.
Pending Gateway amounts and Pay On Board amounts are included in the read-only outstanding amount
The Staff user can select what payment method to use.
Any previous pending gateway payments are voided.
All POB payments are deleted

Waivers

The Waiver Status column will be visible if the waiver feature is enabled for the tour you are managing. To learn more about how to set up waivers, click here.

The waiver is automatically sent to the customer’s email upon booking confirmation. However, in some cases, customers may forget to sign it before the tour. This feature is particularly useful in those situations. By clicking on “Awaiting Waivers,” you will be redirected to the Wherewolf site, our partner for waiver management, where you can easily handle the waiver process.
The page displays key details for each booking, including the booking number, date, time, and the name entered by the customer, staff, or agent when the booking was created. To proceed to the next page, simply click the box below.
The next page just hit enter on your computer or hit “Get Started”
Next page is you to finalize the details of the customer. Once done just hit “next”
Enter the customer date of birth. Once done hit “Next” again
If the customer agreed hit terms and conditions, then hit “Next”

Next page is where the client could sign they could use mouse, finger or stylus pen depending on what type of device the Staff is using. If ever the client is not satisfied with the signature “Clear” button could be hit to delete the signature. Once done then you can hit next.

Next page is to enter client email address and have an option if the client agrees to receive email a promotion and events update. Once done hit “Next”
If the customer already satisfied with the Waiver they can hit submit or go back if needs to change anything by pressing the arrow head button on the top right part

The final page for waiver signing is shown below. On this page, staff can select "Check in Another Guest," "Share This Link," or advise other passengers under the same booking to scan the QR code with their mobile devices, allowing them to sign the waiver on their own device.

Check In

6. Once the customer has ideally paid, signed the waiver, and arrived at the tour location, staff can simply toggle the "Checked-In" switch to mark the customer as checked in.
Notes
It is not mandatory to have paid or completed a waiver for the Check in to be selected.
A checked in Ticket cannot be unchecked from the list view
If you need to disable the toggle switch, click the pencil icon next to the booking number to edit the booking. From there, you can disable the "Checked-In" option.

Actions

Select the tick box and then click on the Action button, choose either Send SMS or Send Email to send a SMS or Email to the traveller. This will then redirect you to the Send Comm’s page. Click here to learn more about Sending Email and SMS from the Send Comms page.

By default, the Action field is greyed out. To enable this option, you need to tick a box for a booking.

There are various filters to help narrow down the specifics on a booking:

Click in the Type-Ahead Search to filter your search via Booking No/Pax Name/Email/ Mobile

The Waiver column will only appear if waivers are enabled for tours. Click here to learn more about settings up waivers.

Click in the fields to filter the Booking status, Payment status, Waiver status and Checked in status.