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Recording Payments and Credits

Every time a booking is made online or placed into the back of your Anytime Booking account a payment record is recreated and displayed on the cash list.

Online Payments

When your customer makes an online booking, they are directed to your payment gateway of choice to physically take the payment. The payment gateway, such as SagePay for example, will send a message back to your booking to say the payment was successful and automatically send out the relevant email template – this payment record will read as CARD ONLINE (WEB) on your cash list report.

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Customer statements

You probably all have many return customers that book with you on a regular basis.

You can now see all individual customer bookings in a much simpler way by viewing their statement.

To find this you will need to go to Customers  then click on the customer you wish to view. A button called statement should appear which you can click on to view a summary of all that individual customer’s bookings.

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How to cancel a booking

To make a booking inactive you will need to cancel it. Cancelling a booking will free up the booked dates and make them available to book again. If you do not cancel a booking then the dates will be unavailable to book.

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Searching for bookings – the bookings list

You can search for any type of booking in your bookings list.

As default, the bookings list is in ascending order by booked date. The bookings list will view all unconfirmed online bookings (purple), confirmed (white/grey), and provisional / no payment yet (red). 

To view all cancelled bookings, click on the ‘cancelled’ tick box and this will switch to all cancelled bookings in dark red.

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Amend your bookings

There are many reasons why you might want to amend a booking – your customer may want to change the dates they’re staying, the duration of their stay or how many party members are coming.

You must firstly log into your Anytime Account. Once you have done this you should then click on ‘Bookings’.

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Availability chart

The Availability Chart is displayed on a separate page on the navigation bar, and, as a default, displays one month’s availability at a time. The chart presents the different units and dates throughout the month and you will be able to see which units are booked and when. It is possible to make bookings directly from this page by clicking on a unit and date; this will take you to a booking page with some fields already populated.

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Notes

There are three types of notes that you can use to manage your bookings – found under the ‘Notes’ tab in each individual booking.

Admin/In House notes are for you to share within your business. If you need to give another member of staff information about the booking then you do so here. These notes are not seen by the customer.

Customer Notes are for you to share with your customers and within your business. A customer note can be placed in an email or invoice. You can use them to acknowledge a special request or inform your customer of a detail regarding their booking.  Customer notes are placed in an email or invoice via the use of a token.

Housekeeping Notes are for you to share with your cleaning staff. The housekeeping notes are shown on the housekeeping report.

Every note entered displays the staff member’s initials and the time the note was made – this allows you to keep track of who’s had contact with your customer.

 

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Dashboard

Your dashboard is the home screen of Anytime Booking. From here you can complete a number of quick tasks to help you manage your bookings at their different stages.