---
title: "The Bookings list"
url: https://tourcockpit.com/help/bookings
lang: en
description: "The board is one day. Bookings is every booking the company holds, whatever day it is for: the place to find one from last week, correct a name, move a guest to another departure, or cancel. This page covers finding a booking, reading its row, and the three things the row's menu does."
---

# The Bookings list

The board is one day. Bookings is every booking the company holds, whatever day it is for: the place to find one from last week, correct a name, move a guest to another departure, or cancel. This page covers finding a booking, reading its row, and the three things the row's menu does.

## What is the Bookings list?

One row per booking, the most recent tour day first, then in pickup order within the day. It is the whole company's work, not one person's: everyone in the office sees every booking. New Booking, at the top right, takes you to the board, because a booking is always entered on the day it belongs to.

A row carries the manifest as the office writes it: the tour day and tour, the pickup time, the HOTEL, NOME / HAB, the party as AD / CH / INF, the language flag, the CASH column, the T.O. that sourced it, REF, the initials of whoever entered it, and the status.

- CASH is the figure the guide collects when the booking is cash, TKT for a voucher the guest holds, and PREPAID when the agency has already been paid. Free is a seat a manager gave away, which is not the same as prepaid: nobody paid for it. A cash booking with no figure yet reads ?.
- An empty field reads as a dash. No pickup time yet, no room, no operator: the column stays, so the row keeps its shape and a gap is visible rather than silently closed up.
- On a phone and a tablet the same booking is one card instead of a row, with the day and tour on top, the figure beside it, then the pickup and hotel, the guest and the party, and the flags and initials underneath. The status shows on a card only when it is not Confirmed, because nearly every booking is.
- A cancelled booking does not open, on a row or on a card, and it carries no menu: there is nothing left to do to it.

## How do I find one booking?

The Filters card above the list takes four, in any combination: a Date, a Tour, an Operator and a Status. Set what you know and press Apply; Clear empties all four. Each one starts out on everything, All tours, All operators, All statuses, so a filter only ever narrows what you already see.

- Date is the day the tour runs, not the day the booking was taken.
- Status is Confirmed, Completed or Cancelled. A cancelled booking is never removed from this list, so filtering on Cancelled is how you see what came off the board and when.
- Nothing matching reads No bookings match, with nothing else on the screen: widen a filter, or enter the booking on the board.

Changing a filter starts again at the first page, which is what you want: the page you were on belongs to the list you were looking at before.

## Fifty at a time

The list shows fifty bookings at a time, with the same line above and below it saying which of them you are reading and how many there are in all, for example Bookings 51 to 100 of 496. Newest returns to the top, Newer and Older step one page. A direction with nowhere to go stays in place, dimmed, so the three never move under your hand.

Your filters travel with those links, and a page holds still: bookings taken while you are reading do not shift the rows in front of you, and a page you come back to later carries the same fifty. The cards on a phone page exactly the same way.

## Editing a booking

Click anywhere on a row and the booking opens on the Daily Board, on its own day, scrolled to its tour, with its editor already open; on a phone a tap on the card does the same and the booking opens in its sheet. The three dots at the end of the row hold the rest: Edit, which does the same, Move, and Cancel set apart at the foot. A tap on the three dots opens only the menu, never the booking behind it. Back in the browser returns you to this list with your filters as they were.

The board's editor is the only one a booking has, so a booking is changed where the day, the tour and the other guests on it are in view, with the running total. Everything is there: the pickup time, the HOTEL, the name and room, the phone, the party, the child seat, the language, Lunch, the payment and the figure the driver collects, the operator and REF, and the two notes: the note for the office and the guide, which anyone in the office writes, and Note (office only), which stays inside the office and never reaches an operator. Save or Esc closes it and leaves you on the board.

- The address follows the editor. While a booking is open, the address in the browser points at it, so it can be copied into a message and a reload opens the same booking again.
- The pickup time can be typed, whatever the grid answers. A manager typing a time the company does not offer is told, for example, 07:45 is not on the company's list of times. and may tick Also add it to the company's times; the booking keeps the typed time either way.
- A typed time can be handed to the grid. When the tour has no answer at all for that hotel's zone, a manager typing one is offered a box under the field, Use 09:15 for every future NORTE desde norte pickup from Esquinzo. It starts unticked, and unticks itself whenever the hotel, the tour or the time changes, so the time stays on this booking alone unless it is ticked for the offer in front of you. Ticked, it answers that cell for every future booking from the zone, adds the time to the company's list in the same step, and takes the place of Also add it to the company's times, which is then not offered: the time is the grid's answer from then on, so this booking carries no hand-set dot and a move to another tour asks that tour's grid again. It is the one thing that makes a typed time follow the grid, and it is never ticked for you.
- The figure the driver collects says what is wrong with it when it cannot be taken: nothing typed at all, more decimals than cents, or a figure larger than a booking can carry.
- History is in the booking's three dots on the board: every change to this booking, who made it and when.

## Moving a booking to another departure

Move opens a small panel on the row itself. Move to… lists every departure that is not cancelled, in date order, each one named by its day and its tour, so a guest can be moved to next Thursday from here without going to the board first. Pick one and press Confirm.

- The price follows the booking: moved to another tour or another day, it is priced at that tour from the guest's zone, at today's price, because a move is usually the correction of a mistake. If the new price would be lower than the cash the driver collects, the move is refused with both figures, so you correct the cash first.
- A pickup time the grid answered is answered again from the new tour's grid, because the question it answers has changed, and it is emptied when the new tour has no answer for that zone. A time somebody set by hand travels untouched.
- A full departure is refused, and the panel says so rather than half moving anything.
- Past the company's booking cutoff the move is refused, and the panel says when the cutoff was. The same move made on the daily board is not stopped by it, so that is where a move on the morning of a tour is made. Correcting a booking with Edit is never stopped by the cutoff.
- The reseller is told when the office moves a booking they sold, with the new day and the pickup time to pass to their guest. So is the office itself: a move to another departure reaches everyone on Team who ticked Receive WhatsApp alerts for new bookings, naming the tour and the day it went to, and whoever made the move is left out of it.

## Cancelling a booking

Cancel sits on its own at the foot of the menu and asks for a Reason (optional) before it does anything. Confirm cancel cancels it; Keep leaves the booking alone.

The seats come free at once, for the office and for every reseller looking at that day. The booking itself is not deleted: it stays in this list as Cancelled, with its reason in its history, and it drops off the board and out of the day's totals. The reseller who sold it is told, and so is the office: a cancellation reaches everyone on Team who ticked Receive WhatsApp alerts for new bookings, whichever screen it was made on, and whoever made it is left out of it.

Cancelling the same booking twice is not a worry, and neither is a second click: only the cancel that actually changed something sends anything, so nobody is notified twice about one booking.