Workflow: Requestable Bookings

This guide helps you manage trip requests from start to finish—turning pending trips into fully confirmed adventures with ease.

When a Trip is Requested:

• The request appears in the Requests tab.

• A card is on file, but availability is NOT automatically reserved.

Tip: Requestable trips are pending—nothing is confirmed yet!

Step 1: Approve or Deny the Request

• Click into the trip from the Requests tab.

• On the right-hand side, select:

  • Accept → Reserves availability (does NOT charge the card).

  • Deny → Declines the request, no changes made.

Heads Up: Accepting reserves the spot, but you still need to collect payment manually.

Step 2: Collect Payment
After accepting the request:

• Go to the booking card and click Collect Payment to:

  • Charge the card on file.

  • Send an invoice.

  • Enter credit card info manually.

• Prefer offline collection?

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

Pro Tip: Recording payments keeps your reporting sharp and avoids confusion later!

Step 3: Review the Booking Card

• Confirm trip details and notes.

• View or update customer contact info.

• Add more customers if needed.

Tip: The booking card is your trip’s dashboard—everything you need is there!

Step 4: Assign a Guide

• Assign a guide right away or closer to the trip date.

Heads Up: Unassigned trips remain active—be sure to assign when ready!

Step 5: Make Adjustments via the Reschedule Flow
Use the Reschedule Flow for:

• Guide changes.

• Asset assignments (boats, river sections, etc.).

• Date/time shifts.

• Price adjustments.

Pro Tip: All changes, even guide swaps, go through the Reschedule Flow to keep everything clean and consistent.
Encouraging Note: This keeps your reports accurate and your system fully updated!
Heads Up: To avoid notifying customers, deselect the email on the final page and press Confirm.

Bonus Tip:
Encourage your team to check requests and bookings early for general ops awareness—the system handles a lot, but human eyes are gold!