Managing and operating activity bookings

Modified on Tue, 23 Sep at 12:20 PM

TABLE OF CONTENTS

Bookings calendar view
Bookings list – managing bookings in Moder
Slot manifest
- What can you do with slot manifest?

Bookings calendar view

How to read booking calendar - colors and symbols

The reservation calendar is a essential tool in Moder, providing a clear overview of all reservations, room statuses, and reservation states at a glance. With the reservation calendar, you can monitor the booking situation, manage room utilization, and make necessary adjustments quickly and efficiently. This guide explains the key features of the reservation calendar and how to use them.

Color codes for the bookings

In the reservation calendar, bookings are color-coded based on their statuses and channels:

Blue Background: Activity bookings due today
Green Background: Upcoming bookings in the future
Orange Background: Double bookings, where both conflicting reservations are displayed with an orange background (e.g., sauna booking for 14.12.)
Purple background: Bookings from external sales channels – the channel icon shows where the booking originated
Brown background: Out of order bookings – these block the room from being sold

Payment status color codes and symbols

In the reservation calendar, payment status markings indicate the payment situation of a booking:

Red triangle: The reservation has not been paid at all (e.g. booking Smith)
Orange circle: The reservation has been partially paid (e.g. booking Doe)
Green checkmark: The reservation has been fully paid (e.g. booking Johnson)
Purple upward arrow: The reservation has been overpaid (e.g. booking Kiiskilä)

Check-in, check-out and group bookings -symbols

Symbols related to bookings in the bookings calendar

The bookings calendar uses the following symbols to indicate the status and details of bookings:

Chain link icon in front of the name: The booking is part of a group reservation.
Arrow (->) in front of the name: The booking has been checked in.
Checkmark after the name: The booking has been checked out and fully paid.
Arrow (->) after the name: The booking has been checked out, but part of the payment is still pending.

Red Flag – Booking Requires Attention

If you see a red flag in the calendar, it indicates that something needs to be fixed in the booking. For example, the booking duration has been changed, and some additional services have become orphaned and require editing.

To resolve this:

Open the booking
Go to the Products tab
Edit or remove the affected additional services.

The symbols and information of the rooms

Next to each room name, a symbol indicates the current cleaning status of the room. here’s what each symbol means:

Green checkmark: The room has been inspected.
Blue stars: The room is clean.
Red hand: The room is dirty.
Gray stop sign: The room is out of use.
Question mark (?): No cleaning status has been assigned to the room yet.

You can change the cleaning status of an activity (meeting room, sauna, mountain bike, etc) directly from the booking calendar:

Click on the room name to open the status options.
Select a new status from the drop down menu.

Additionally, you can view additional details, such as the number of guests and any notes added from the property information.

Bookings list – managing bookings in Moder

The bookings list is an essential tool in Moder, where you can find all bookings made for your property. The bookings list provides a clear view of all bookings and allows you to manage, edit, and review them effortlessly. With the bookings list, you can quickly locate and handle bookings using a variety of search criteria and filters.

Overview of the Booking List

Tabs

The Booking List Has Four Tabs:

All: A list of all bookings
Arrivals: Bookings arriving today
In-house: Guests currently staying
Departures: Bookings leaving today

We’ll take a closer look at the Arrivals, In-House, and Departures tabs in the next section.

Search functions

You can search for a specific booking in the bookings list using various criteria, such as the traveler's name, booking number, phone number, or email address. this helps you quickly find the exact booking you need.

Using filters

The booking list includes various filters to help you view bookings based on specific criteria. For example, you can filter to show only unpaid bookings or include cancelled ones in the list. Filters help you manage bookings more efficiently and focus on the ones that matter to you.

Filter Options:

Date Range: Select a start and/or end date
Location: If you have multiple locations, you can narrow the view to a specific one
Product Types: Choose whether to view all bookings, or only accommodation or activity bookings
Statuses: Filter by room or booking status
Other Filters: Show all bookings, hide cancelled ones, or view only cancellations — whichever suits your current needs

Payment status

On the right side of each booking, you can see the payment status at a glance. There are four payment statuses:

Red triangle: The booking has not been paid.
Orange circle: The booking is partially paid.
Green checkmark: The booking is fully paid.
Purple upward arrow: The booking has been overpaid.

Booking Preview and Editing

Clicking the guest’s name opens the booking preview, where you can edit booking details if needed. This is a convenient way to quickly check and update reservation information.

Copying Guest Information. Click the “Create Copy” button to copy the booker’s information to a new booking. This makes it easier to create new reservations and ensures consistency in guest details.

The booking list offers a clear and effective way to manage your property’s bookings. Utilize search functions, filters, and payment status tracking to ensure smooth operations and excellent customer service.

Bookings list - Arrivals View

The Arrivals view shows all bookings arriving today that have not yet been checked in. Once a booking is checked in, it moves to the In-House view. This view is a great way to track who is still expected to arrive today.

Key Features:

Filter by: Location, product type (overnight or hourly), or cancelled bookings
Search by: Booker’s contact details
Print: Use the print icon to generate a printable list of today's arrivals

Bookings list - In-House View

The In-House view lists all bookings currently inside the property. It gives you a real-time overview of the bookings that are actively in-house.

How It Works:

Today’s arrival: When a booking is checked in on its arrival date, it moves to the In-House list.
Stayover bookings: All overnight bookings automatically appear in the In-House view, even if not manually checked in.
Today’s departure: A booking with a check-out date remains on the In-House list until it’s checked out. Once checked out, it is removed automatically.

Key Features:

Filter by: Location, product type (overnight or hourly), or cancelled bookings
Search by: Booker’s contact details
Print: Use the print icon to generate a printable list of guests currently in-house

Example below: Printed view from the In-House list

Bookings list - Departures View

The Departures view lists all bookings scheduled to check out today.This view shows the current status of departing guests for the day.

Key Features:

Filter by: Location, product type (overnight or hourly), or cancelled bookings
Search by: Booker’s contact details
Print: Use the print icon to generate a printable list of today’s departing guests

Slot manifest

The slot manifest is an excellent tool for reviewing the departures of a specific activity booking, such as reserved spots, customer details, or payment statuses.

You can access the departure manifest by clicking on the unit-based booking within the activity reservation:

What can you do with slot manifest?

With the slot manifest, you can perform the following tasks:

View participant details:
- see who has purchased tickets or is joining the experience.
- for each booking, view the booker’s name, the number of reserved spots (e.g., x adults, x children), booking number, purchased additional services, and payment status.
Summary row:
- get an overview of the total number of participants, including the number of adults and children.
- see a summary of sold additional services and their quantities.
Check-in:
- check in customers to mark who has arrived for the departure or used their ticket.
- this feature is convenient for tracking attendance.
Assign a guide or responsible person:
- allocate a guide or responsible staff member for the departure on a booking-by-booking basis.

Additionally, by clicking the "notes" section, you can view internal details defined for the product. These might include a link to safety instructions, guidance on how to deliver the service, or a timeline estimate for different parts of the experience.