Workflow: Instant Bookings

This guide covers how to manage instant bookings from start to finish, keeping everything organized and running smoothly.

When a Trip is Booked Instantly:

• Availability is automatically reserved.

• The trip is either:

  • Fully paid, or

  • Has a down payment collected.

Step 1: Check the Booking Card

• Review all trip details.

• Confirm payment status.

• View or update customer contact information.

• Add more customers if needed.

Tip: Think of the booking card as your trip’s command center!

Step 2: Assign a Guide

• Assign a guide right away, OR

• Wait until closer to the trip date.

Heads Up: If you delay assigning, don’t forget to circle back before the trip!

Step 3: Make Adjustments via the Reschedule Flow
Use the Reschedule Flow for:

• Guide changes.

• Asset assignments (e.g., boats, river sections).

• Date/time changes.

Pro Tip: All changes, even guide swaps, go through the Reschedule Flow to keep everything clean and consistent.

Encouraging Note: The Reschedule Flow updates everything in one place and keeps reporting accurate!

Heads Up: Want to make edits without notifying the customer? Deselect the email on the final page and press Confirm to skip notifications.

Step 4: Handle Payments

• If only a down payment is collected:

  • Use "Collect Payment" to charge the remaining balance:

    • Charge the card on file.

    • Send an invoice.

    • Enter a new card manually.

• If collecting outside GoGuide:

  • Use "Collect External Payment" to log it and keep reporting clean.

Tip: This helps keep your reporting tidy and accurate!

Bonus Tip:
Encourage team members to check new trips early for general management awareness.