Bookings

Bookings hold relationships between Contacts and Trips.

How are Bookings Created?

  1. Bookings are created via Travelers through the booking form. OR

  2. Bookings are created by users manually in Groupdesk.

Create a Booking (in Groupdesk)

  • Click [+] (top right corner)

  • Select Bookings

Example of the `Create Bookings` pop up overview
  • Status: Status of the booking (active, overdue, pending, waitlist etc.)

  • Select a trip: which trip the booking will be on**

  • Select a contact: contact with the passengers information that the booking will be associated to

  • Student number

  • Referred by: contact who referred the booking passenger

  • Comp, Med, Deluxe and Premium sent: refers to insurance

    • These are selected when Insurance has been purchased for the passenger (if applicable)

** Once the Trip has been added to the create window, all of the inventories available on the Trip will appear. It will default selecting any mandatory inventories, so you can just click Create.

Booking Statuses

Traveling Statuses:

  • NEW JOINER - New Booking created with no transactions

  • ACTIVE - All payments are up-to-date

  • OVERDUE - 1 payment is listed as missed

  • COMPLETED - All payments up-to-date, and the Trip status equals Completed

Non-Traveling Statuses:

  • PENDING - 2 or more payments are listed as missed

  • DEFAULT - 3 or more payments are listed as missed

  • CANCELLED - Set manually by users

  • WAITLIST - All payments up-to-date, and Trip status equals Waitlist

  • UNCONFIRMED - Deposit payment is listed as missed

  • NO SHOW - Set manually by users

    • Typically used is cases where a booking was Active but did not actually travel on the trip and did not contact the company to cancel their spot.

Only Bookings with a traveling status can be assigned a room number.

Bookings with an Organizer association to the trip will not fall below Overdue even if they have 3 or more Missed payments. It will be your responsibility to review these bookings and move them to the appropriate status if they are no longer traveling.

How to Update a Booking Record's Booking Status

Groupdesk has automatic status updates for Booking Records. This means you will likely only have to manually update a Booking Record when cancelling, uncancelling, fixing an error or updating an Organizer Booking Status that has fallen below overdue.

  1. Open the Booking Record

  2. In the Overview Panel, Click Edit

    1. In the Status dropdown, choose the status you want to update to

    2. Click Update

Updating a Booking Status may send an automated email to the traveler to let them know the change in their status.

Add Discounts / Fees

When adding Discounts / Fees to bookings, you will need to be on the booking record.

  1. Scroll to the Pricing module

  2. Click Edit

  3. Add the following fields:

    1. Category - Discount or Fee

    2. Description - Description of category

    3. Type - Amount or Percentage

    4. Amount - Amount of Discount or Fee

If you would like to add multiple discounts / fees to one booking, just add another Line Item + and fill in the appropriate information.

Edit a Payment Schedule for an Individual Booking

Each Booking has their own payment schedule (generated from the Trip). This can be edited on the booking record to customize the schedule for the passenger.

  1. Open the Booking Record

  2. Scroll down to the Payments module

  3. You can now do any of the following to edit the bookings payment schedule:

    1. Add Payment

      1. Click Add Payment

      2. Fill out the amount, and scheduled date

      3. Click Create

    2. Edit an upcoming payment

      1. Find the payment in the list

      2. Click edit on the right side of that payment row

      3. Edit the Amount or Date

    3. Remove an upcoming payment

      1. Find the payment in the list

      2. Click remove on the right side of that payment row

    4. Edit the Balance Date

      1. Scroll to the Balance payment

      2. Click edit on the right side of that payment row

      3. Edit the Date

Adding a payment to a booking record.

When removing payments from the schedule, make sure that the deposit payment is scheduled first, and is the only transaction scheduled on that date.

If you have payments listed before the deposit date, update the dates of those payments so they are after the deposit date.

The Payments module on a booking record includes an UPDATE SCHEDULE button. This button is available for all users and can be used to recalculate booking schedules if there are any errors.

Payment Statuses

  • Upcoming - Scheduled for the future

  • Paid - Satisfied by transaction

  • Missed - Scheduled in the past, without a transaction to satisfy the amount due.

If you edit or delete an upcoming payment, Groupdesk will automatically adjust the balance payment.

By changing an existing Periodic payment, it will change the payment from periodic to custom.

The difference between a Periodic payment and a Custom payment is the relationship to the trip. When payments are generated on the trip they create relationships to the payments that correspond to the booking. Custom payments do not have that relationship.

Adding a new payment does not exempt the traveller from the next scheduled payment, unless you also delete or change the scheduled payment date of that next payment.

Deleting a payment from an Individual Payment Schedule is helpful when you want to keep the traveller's Booking Status in good standing. Missed payments = changes to the booking status.

Errors Caused by Incorrect Payment Schedules

When the total amount of the payments on a payment schedule is more than the total trip cost, it causes display issues on the booking record's profile and payment schedule. The total of the scheduled payments must be lower than the total trip cost. Typically, this error only occurs when creating custom payments/schedules or when a discount has been applied to the booking record. When a periodic schedule is used, only payments less than the total trip cost will be added to the booking, regardless of when they sign up. Please see the example below for information on how to fix and prevent this error.

Example Booking Record with Incorrect Payment Schedule

In the example photo above, the total trip cost is $575 but the total of their scheduled payments is $750. This is causing their balance payment to show as a negative amount and the status is showing as Paid.

There are two ways to fix this error:

  1. Remove some of the payments on the schedule until the total cost of the payments are less than the total trip cost

Removed the last $200 from the payment schedule

2. Adjust the payment amounts so that the total of the scheduled payments are less than the total trip cost

Edited all payments to be $100, so total amount of scheduled payments is less than trip cost

If a Balance payment's status on a Booking record is Paid and the passenger has not paid in full, there is most likely a issue with their payment schedule.

Refunding a Transaction

Please read here for full details on refunding a transaction.

Impersonate a User

An action to login as a traveler (login on their behalf)

  1. Open your booking record

  2. In the Overview panel click on Impersonate Login

  3. View and/or edit the My Profile as needed

  4. To stop impersonating, click logout in the top right box above the left navigation

ALWAYS LOG OUT AFTER IMPERSONATING. Not logging out confuses the Traveler Interface, and you may inadvertently create errors or make incorrect edits for the booking. Refreshing Groupdesk pages while impersonating a user may also cause errors.

If you're unable to impersonate a user, you may have to ask your admin for access.

Booking Finances

When viewing a booking, you can also view the state of the financial records on that booking.

How to View Booking Finances Module

  1. Open the Booking Record

  2. Scroll to the Finances Module (this exists under the Overview Module)

Example of a card on file, with Auto Charge Enabled, and a Deleted card on file, without Auto Charge

Expired and Deleted Cards will appear greyed out (see photo above).

Reading the Finances Module

  • Number: The card number

  • Type: Card Type

  • Expiration: The date the card expires

  • Active:

    • Yes = This card is active on the Booking Record Appearance > The finance card will appear normal

    • No = This card has been removed from the Booking Record (Deleted by the traveler or a user) Appearance > The finance card will greyed out as it has been deleted on My Profile

  • Auto Charge:

    • Yes = This card will attempt to auto charge on the next payment date

    • No = The next payment will need to manually be charged by the traveler

Booking Records can have multiple cards on file. Each card will appear within it's own box.

Edit and Delete Methods of Payment on MyProfile

Passengers are able to edit and delete any cards they have on their booking record. Any cards on file can be deleted but the only information that can be edited on a method of payment is the Autocharge function. This information can be accessed on their Profile under the Trip Payments tab of the booking.

Method of Payment under the Trip Payments tab
Editing the Auto charge function on a Method of Payment