Entering a booking on the board

How do I add a booking?

1. Press + Add booking at the foot of the tour block. A form row opens under the manifest, with the cursor in the guest Name field.
2. Fill in the fields; every one is explained below. Only the hotel is required, and the pickup time usually writes itself.
3. Press Enter anywhere in the row, or the Add button, to save. The booking appears in the manifest and the row stays open, empty, ready for the next guest.
4. Press Esc when you are done, or to throw away a half-typed row.

On a phone or tablet the same button opens a full-screen form with the same fields instead of an inline row.

Why does the pickup time fill itself?

Start typing the hotel. The moment it is recognised, the Pickup field fills in with that tour's time for the hotel's zone. It only ever fills an empty field: a time you picked or typed yourself is never overwritten, and you can always choose a different one, including a time that is not on the preset list.

When nothing fills in, the chain is broken somewhere: the hotel is not on the list, has no zone yet, or the tour does not stop in that zone. The field simply stays empty and the office sets the time by hand. How the whole chain works, and how to set it up, is on the Zones, hotels and pickup times page.

How do I enter the party?

AD, CH and INF count adults, children and infants. The live Total under them shows what the party costs at that tour's prices. Infants ride free but still take a seat on the van, so six adults and two infants fill an eight-seat tour.

How do I ask for a child seat?

The Seat control lists the company's child-seat codes: S is a silla, a child car seat, E an elevador, a booster, and combinations like S1+E1 mean one of each. The open list shows each code with its full description in your language, and the manifest shows the code alone to stay narrow; rest on it to read the description again.

The codes and their descriptions are managed on the Reference Data screen, so the office can add its own and retire old ones without touching past bookings.

What does the language field do?

Language records what the guests speak, and shows as a flag on the manifest row. The office always sees the company's whole language list. If the language you pick is not on the assigned guide's Speaks list, a small warning appears under the field, guide doesn't speak this language, and again on the saved row.

How do I record how they pay?

• CASH: the guests pay on board. The € Cash field appears next to it and the amount is required; it shows in the manifest's CASH column so the guide knows what to collect.
• TKT: a prepaid voucher. The manifest's CASH column reads TKT, nothing to collect.
• PREPAID: paid through the tour operator. The column stays empty, which is itself the answer: nothing changes hands on the van.

New rows start on PREPAID. An amount on a non-cash booking is refused, exactly like a cash booking without one, so the column can be trusted to the cent.

What are T.O., REF and Staff?

• T.O. records the tour operator that sold the seat, picked from the company's operator list. It shows on the manifest and drives the month-end commission settlement, so a reseller booking should always carry it.
• REF records who referred the booking, free text with suggestions: a colleague's name, @ for an online booking, or Reception.
• Staff is filled in for you: the initials of whoever is signed in, recorded automatically on every booking so the sheet always says who took it.

What happens when the tour is full?

Capacity is checked at save, against the van's real seats. A booking that does not fit is refused with the exact count, for example This tour is full (8/8)., and nothing is written. There is no override: the way to take the guests is to move a booking elsewhere, put on a bigger van, or open a second departure.

Cancelled bookings free their seats immediately. A block can still end up over capacity sideways, by swapping to a smaller van; the occupancy pill turns red and the block shows a warning until the day fits again.

Where do notes go?

• Note for the office and the guide: the guest's own request, wheelchair at pickup, front seats, an allergy. Anyone who can book can write it, and it shows under the manifest in Guest notes.
• Note (office only): a manager's internal note on a booking. It shows in italics under the guest's name on the office board and never reaches operators.
• Day note: one banner for the whole day, road closed, fiesta, written by a manager above the blocks with + Add day note. It prints on the program.

The inline row is deliberately too dense for note fields: open the booking itself to write the two booking-level notes, from its row on a phone, or on the booking's edit screen. A note that already exists is never touched by saving the row.