Managing bookings
The bookings inbox and calendar: accept, decline, cancel, move, add by hand, notes, no-shows.
Open your site and choose Bookings. A number in the menu shows requests waiting for your answer.
The inbox
Switch between Upcoming, Requests, Not paid yet, Past, Cancelled and Waiting list. Click a booking to see everything: what, when, with whom, people, extras, contact details, answers, accepted terms and its history.
| Action | What happens |
|---|---|
| Accept | A request becomes confirmed; the visitor gets a confirmation email with a calendar file. |
| Decline | Optionally with a message; the visitor gets an email; the place is free again. |
| Move | Pick another free time; the visitor gets an email with the new time. |
| Cancel | Optionally with a message; the visitor gets an email; the waiting list is told. |
| Reply | Opens your mail app with the visitor's address. |
| No-show | After the time has passed, mark someone who didn't come. |
| Paid | Mark that the customer has paid you. The payment itself happens outside Fwdia. |
| Your note | A note only you see. |
| Paid / Not paid | Mark a booking paid when the money is in. The button is also on each booking in the list. |
You can also accept or decline a request straight from the email Fwdia sends you.
Add a booking by hand
For bookings by phone or at the counter: Add a booking at the top. Choose what, the day and a free time (or a period or event), the name and optionally an email address to send a confirmation.
Paid and not paid yet
Bookings of offers with payment details or a price get a Paid / Not paid button, in the list and in the booking itself. Not paid yet lists the bookings still to pay. A request of an offer with Keep requests open until paid waits for you: mark it paid, then accept it.
Today, at the counter
Today shows the day's slots, events and periods with the places used (split into adults and children where you count both), and every booking as a big row. Made for a tablet or phone at the desk:
- Tap Attended when someone arrives, or No-show when they don't come. Tap again to undo.
- Use the arrows for yesterday and tomorrow.
- Add a booking for someone at the counter; you come back to Today afterwards.
- The page updates itself every 30 seconds. New bookings are highlighted and counted at the top; tap one to mark it as seen.
Statistics
Statistics shows the last 30, 90 or 365 days, by the day that was booked: bookings per week or month, people per booking (adults and children on average where you count both), the no-show rate, confirmed against cancelled, the busiest weekdays and times, how many people booked more than once (by email address), and the places taken per period and event.
Import bookings from a file
Moving from a spreadsheet or another system? In the inbox choose Import:
- Choose what the bookings are for and a CSV file (at most 1000 bookings). The first row names the columns: date, start time, end time, name, email, phone, adults and children or people, message, status.
- Check the columns: Fwdia guesses them, change any that are wrong.
- Check the rows. Rows with a problem are skipped: a time that doesn't match a slot or event, a missing name, or a duplicate (the same email at the same time). Rows over capacity are only imported if you tick that.
Imported bookings are confirmed and nobody is emailed. They don't count towards your plan's bookings per month. Undo under Earlier imports removes one import again.
The calendar
Calendar shows a week or a day (on a day with staff, one column per staff member). Bookings are blocks on the hour grid; whole days and periods sit on top. Tap an empty hour to add a booking at that time. Requests show in amber, bookings whose email isn't confirmed yet dashed.
Lists and export
- Print a list per day (names, people, phone, answers) for the front desk or a camp's attendance.
- CSV downloads every booking with all answers, for Excel or Numbers.