Bookings Guide

Purpose

Use this guide to process inquiries, approvals, payment progression, and facilities handoff in one operating flow.

Who should use this guide

• Venue operators managing inquiry and booking queues
• Approvers handling decision states and negotiations
• Operations teams coordinating facilities and hosts

How to do it

• In Dashboard, click Venues, then open Operations > Venues to choose the operating venue.
• Open Configuration > Spaces and add/edit a space with capacity and name, then click Save.
• Open Configuration > Rates and set pricing rules, then open Availability and confirm bookable time windows.
• Open Operations > Inquiries and click an inquiry row to review request details.
• In Operations > Approvals, click Approve or Decline and confirm the booking status updates in the queue.
• Open Operations > Bookings, open the approved booking, and verify payment state and assigned host/facilities owner.

Inquiries queue (intake + triage)

Where: Venues → Operations → Inquiries

Used for: Reviewing inbound booking requests and ensuring they are complete enough to approve/decline.

Configure

• Confirm venue, spaces, rates, and availability are configured for intake.
• Confirm widget/embed is live (if using external intake).

Use day-to-day

• Open each inquiry to review date/time, space, guest count, and notes.
• Request missing information before pushing to approvals.

Pro tips

• Triage first: separate “needs info” vs “ready to approve” to keep flow moving.
• If inquiries look empty, confirm you are operating the correct venue context.

Approvals queue (approve / decline / negotiate)

Where: Venues → Operations → Approvals

Used for: Making decisions on inquiries and progressing them into confirmed bookings.

Configure

Use day-to-day

• Open an approval item and review pricing, availability, and requirements.
• Click Approve or Decline and confirm the queue updates immediately.

Pro tips

• Clear approvals before end of shift to avoid stale customer experiences.
• If approval actions are missing, verify your role permissions and status filters.

Bookings inventory (payment progression + operational handoff)

Where: Venues → Operations → Bookings

Used for: Tracking confirmed bookings, payment status, and ensuring facilities/hosts owners are assigned for delivery.

Configure

Use day-to-day

• Open a booking to check payment state and required operational owners.
• Use Payments action (where available) to progress or validate payment milestones.

Pro tips

• Prioritize bookings with near-term dates and incomplete payment/ops handoff.
• After updating owners/status, refresh once to confirm persistence before moving on.

Today + upcoming bookings (shift-start control plane)

Where: Venues → Today

Used for: Starting your shift with a quick view of what’s happening next and what queues need attention.

Configure

Use day-to-day

• Refresh upcoming bookings.
• Jump to queues (Inquiries/Approvals/Bookings) to clear backlog quickly.

Pro tips

• Use Today at handover: it reduces “where do I start?” confusion for new operators.

Runbook

Daily checklist

• Start in Today and clear inquiry/approval backlogs first.
• Verify payment progression for today and tomorrow bookings.
• Confirm facilities/host handoff ownership.
• Ensure pending approvals are not left unowned at end of shift.

Troubleshooting

• If statuses look inconsistent, re-open with normalized queue filters.
• If approvals are missing, verify role permissions and module access.
• If metrics look off, refresh context and validate cancellation handling.