Accessing Your Bookings
To manage bookings, navigate to the Bookings section from the left-hand sidebar in your CaptainBook dashboard. Here you will find the booking feed — a comprehensive list of all bookings — as well as calendar and detail views for managing individual reservations.
Users with booking permissions can create new bookings, edit existing ones, and perform lifecycle actions such as confirming, rescheduling, or cancelling reservations.
The Booking Feed
The booking feed is your central hub for viewing all bookings. It displays bookings in a sortable, filterable list that includes key information such as:
Booking reference — a unique identifier for each reservation.
Customer name — the person who made the booking.
Experience name — the experience that was booked.
Date and time — when the booking is scheduled.
Status — the current state of the booking (confirmed, pending, cancelled, etc.).
Payment status — whether payment has been received, is pending, or has failed.
You can filter the booking feed by date range, experience, status, and other criteria to quickly find the bookings you need.
Creating a New Booking
To create a booking manually (for example, for a walk-in customer or a phone reservation):
Click the Create Booking or + New Booking button.
Select the experience the customer wants to book.
Choose the date and time slot from the available schedule.
Enter the customer details (or select an existing customer from your CRM).
Add any extras, answer booking questions, and apply any relevant discounts.
Choose the payment method and record the payment if applicable.
Confirm and save the booking.
Editing a Booking
To modify an existing booking, open the booking detail page by clicking on the booking in your feed or calendar. From the detail page you can:
Update customer information.
Change the number of participants.
Add or remove extras and add-ons.
Update booking notes or internal comments.
Modify payment records.
Rescheduling a Booking
If a customer needs to change their booking date or time:
Open the booking detail page.
Click Reschedule.
Select a new date and time from the available schedule.
Confirm the change — the customer will be notified automatically if notifications are enabled.
Confirming and Finalizing Bookings
Bookings may arrive in a pending state, especially if they come through online channels. To confirm a booking:
Open the booking detail page.
Click Confirm to change the booking status to confirmed.
After the experience has taken place, you can finalize the booking to mark it as completed. Finalizing a booking locks its financial records and updates reporting data.
Cancelling a Booking
If a booking needs to be cancelled:
Open the booking detail page.
Click Cancel Booking.
Select a cancellation reason if prompted.
Choose whether to process a refund (full or partial) if payment was already collected.
Confirm the cancellation — the customer will be notified if notifications are enabled.
Booking Permissions
Access to booking management features is controlled by user roles and permissions:
Administrators and managers have full control over all bookings.
Other roles may only be able to view or manage their own bookings, depending on your permission configuration.
Financial visibility — access to payment details and refund actions may be restricted to specific roles.
Tips for Booking Management
Use filters to quickly find bookings by status, date, or experience.
Enable notifications so customers are automatically informed of booking changes.
Add internal notes to bookings for team communication about special requests or arrangements.
Finalize bookings promptly after the experience to keep your records and reports accurate.