Recording an offline booking

Recording an offline booking

This guide explains how to manually create a booking in your system for customers who book in-person, over the phone, or through any other offline channel.

Steps to Record an Offline Booking

1. Access the Bookings Section

  • Log into your Vacation Labs admin dashboard.

  • From the main navigation menu, select Bookings.

  • On the Bookings page, locate and click the + New Booking button in the top-right corner of the screen.

2. Select the Trip and Schedule

  • A new booking window will appear. Begin by selecting the specific Trip or experience the customer wants to book.

  • After choosing the trip, select the Date and the available Time Slot for the departure.


3. Configure Booking Details (Optional)

  • You may now select the Booking Source (e.g., "direct booking", "agent booking") to track how this customer found you.

  • You can also set the Booking Language for communications. These fields are not mandatory to proceed.

4. Add Passengers, Discounts, and Add-ons

  • Select the Number of Passengers (pax) for the booking.

  • To apply a custom discount not available online, use the Special Charge/Discount field to enter a fixed or percentage value.

  • If the customer has a valid promo code, you can apply it in the Coupon field to automatically calculate the discount.

  • Use the Addons section to select any additional products or services (e.g., insurance, equipment rental) available for this trip.

5. Choose a Payment Method

  • Select how the customer will pay:

    • Collected by us: Use this if the customer pays you directly (e.g., cash, card) at the time of booking.

    • Request it Online: Use this to generate and send a payment link to the customer's email for them to pay online.

    • To Be Collected at venue: Use this if you plan to collect payment on the day of the trip or tour departure.

6. Enter Customer Contact Information

  • In the contact details section, enter the customer's information.

  • The Name and Email Address fields are mandatory. This ensures the system can send booking confirmations and payment links.

7. Add Comments and Internal Notes

  • Booking Comments: Add any notes relevant to the customer's booking (e.g., "Allergic to nuts," "Requesting window seat"). Please note: These comments will be visible to the customer in their confirmation email.

  • Internal Notes: Add private notes for your team that the customer will not see (e.g., "Customer called to ask about group discounts," "VIP client").

8. Finalize the Booking

  • You have two final options:

    • Confirm Booking: Click this to finalize and confirm the booking immediately. The system will send a confirmation email to the customer.

    • Advanced Settings: Click this to save the booking as a draft. This does not confirm it or send emails. Use this option if you need to save your progress to add more details, record an offline payment, or confirm with the customer later.


What's next?

Planning to generate the report for the bookings, we would recommend you to read Generate a report from the Bookings section.

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