Managing bookings

A booking holds everything about one trip: the client, dates, travelers, logistics and pricing. Itineraries, invoices, trip packs and traveler portals are all built from it.

Booking statuses

Every booking moves through a pipeline:

Payment progress is tracked separately from status, as Awaiting payment, Partially paid or Paid in full. See Quotes, invoices & payments.

The bookings list

Bookings in the sidebar has three tabs:

• List: every active booking, newest first, 12 to a page. Columns show the client and reference, trip and guide, departure date, travelers, booking total and status. Click a row, or View details, to open the booking.
• Kanban: one coloured column per status (Enquiry, Quote Sent, Confirmed, Invoiced, Completed). Each card shows the next action needed, such as Review Enquiry or Collect Payment. Drag a card to another column to change its status.
• Archive: archived bookings, each with a Restore option.

Above the tabs:

• Search by client name, tour name or booking reference.
• Select Date filters by departure date: Today, Yesterday, Last 7 days, Last 30 days, This year, or a custom range. Click Apply, or Clear to reset.

To archive several bookings at once, tick them, or tick the header checkbox to select everything that matches your filters, then click Archive selected. On the Archive tab, use Restore selected.

On a phone or tablet, the list becomes cards and the Kanban board scrolls sideways. To drag a card on a touch screen, press and hold it for a moment first.

Bookings are never deleted. Archive them instead, and you can always restore them.

Create a booking

Click Create Booking on the Bookings page. Choose how you want to start:

For the first two, paste the text and click Extract Data. TravelSpurt fills in as much of the booking as it can and opens the wizard, showing a green box with the fields it filled. Check them before saving. If nothing could be extracted, try pasting more detailed text. A pasted transcript is also kept on the booking for reference.

The four-step wizard

1. Client & trip overview. Enter the client's name, email and phone number, or click + Add Existing Client to pick someone from your Travelers. Then add the tour name, tour type, status, dates, adults, children and guide. Duration and total passengers are worked out for you.
2. Trip details. Add the pickup address, airport transfers, child car seats and pre/post accommodation. If you tick airport transfers, a pickup address is required. Under Destinations and stops, list the places the tour goes, with nights and notes. These guide the AI when it builds the itinerary.
3. Pricing. Add the base price and any add-ons, any deposit already paid, and your estimated costs. Estimated costs are internal only and never shown to the traveler.
4. Review & create. Check the summary, add internal notes, then click Create booking. Or click Save as draft to save it as an Enquiry and finish it later.

Use Continue and Back to move between steps, or click a completed step to jump back to it. Nothing is saved until you click Create booking or Save as draft. When it's saved, you can create another booking or go back to the list.

Booking seats on a departure

If you run scheduled group tours with Scheduled tours turned on, a Departure dropdown appears at the top of Trip overview in step 1. Choose Private booking (no departure), or pick a departure to fill in its tour name, dates and guide. It shows how many seats are left. See Departures.

The booking page

Open any booking to see Booking Details. At the top, a summary strip shows the client, trip, date, travelers, total, status and an Action menu. Below it, the booking is split into five steps. Click any step to open it; they don't have to be done in order.

The Action menu

Click the … button in the Action column for:

• + Add traveler, Generate itinerary, Generate invoice and Generate documents;
• Edit booking;
• Copy itinerary link, plus Copy trip pack link, Email to guide and Regenerate trip pack link once a trip pack exists;
• Expire shared link / Reactivate shared link;
• Archive booking / Restore booking.

The five steps

On the Overview, you can change the base price straight from the Pricing & Payment card: click the amount, type the new price and press Enter.

Assign transport

On 03 Transport & Logistics, click Assign transport. Choose the vehicle, set the pickup location, and say whether an airport transfer and a child seat are needed. Then click Assign now. The guide or driver is assigned from Edit booking.

Update a booking in plain English

Plans change. Instead of hunting for the right fields, describe the change:

1. On 01 Overview, in the Add an update card, type what changed, for example "price is now £6,500" or "departure moved to 12 June, and they're now 4 adults".
2. Click Review changes. TravelSpurt lists each field it wants to change as old → new. If the price changes, it also shows the new total.
3. Untick anything you don't want, then click Apply selected changes. To throw the suggestions away, click Discard.

This changes booking details only, not the booking's status or the content of itinerary days. Use the itinerary editor for day content.

Update from call transcript

While a booking is still an Enquiry, the Overview also shows Update from call transcript. Paste the transcript of your discovery call and click Extract booking details. This saves straight away, without a review step, and moves the booking to Quoted.

Edit a booking

Choose Action menu → Edit booking. As well as everything in the new-booking wizard, the Edit page has:

• Client type: International, UK B2B or UK Consumer. International bookings are priced in USD; the others in GBP.
• Assigned guide: choose from your Guides, or a driver (shown as Name (driver)). When you save with a new guide from your Guides list, their Trip Pack is emailed automatically. Assigning someone also puts the trip on their My trips page if they have a Driver login.
• Vehicle: any active vehicle. It's used for the calendar colour, fuel costs and the Trip Pack.
• VAT scheme: Zero-rated, Standard 20% inclusive, Standard 20% exclusive, or TOMS (margin scheme). This feeds the quote price and the P&L report.
• Calendar flag: To Be Confirmed, Urgent, Holiday/Unavailable, Sub In, Sub Out or RFC. Flags show on the calendar.
• Guide accommodation: where your guide or driver sleeps each night. It appears on the Guide Sheet and Trip Pack only, never on the client's itinerary. It's available once an itinerary exists.
• Cost inputs (P&L): guest accommodation, guide accommodation, ferry and transport extras, a manual fuel cost, other extras, and a label for the extras line. All are optional. Leave fuel blank to use the cost calculated from the route. See The P&L report.

Profitability panel and quote calculator

On a desktop, the Edit page shows a live Profitability panel: gross revenue, guide cost, fuel (from the vehicle's fuel rate and the tour miles), VAT, net profit and margin.

If the base price is still 0, a Quote Calculator appears. Enter an accommodation estimate and a target margin (45% by default) to get a recommended quote, the 30% deposit, a per-person price and the projected profit.

Changing the price

When you change the base price or add-ons on the Edit page, the payment status is recalculated against the new total. For example, a booking that was Paid in full becomes Partially paid if the price goes up.

If the booking is Invoiced, TravelSpurt first asks "Re-issue the invoice at the new price?". If you continue:

• the old payment links stop working;
• new links are created at the new price;
• the client is emailed the updated invoice automatically;
• you get a notification and an email confirming the change.

Stripe must be connected for this to work.