Creating, editing and canceling activity bookings

Modified on Tue, 23 Sep at 11:20 AM

TABLE OF CONTENTS

Create bookings in Moder
Editing an activity booking in Moder
- Step-by-Step: How to Edit a Booking
- Moving booking
Booking cancellation

Create bookings in Moder

A new, efficient tool called MultiBook has been developed for managing bookings and group reservations in Moder. With MultiBook, you can search for available rooms from the back office, create new bookings, and manage them seamlessly from a single interface. The tool is ideal for handling both individual and group bookings, offering a clear and fast way to streamline the booking process.

How does Multibook work?

Multibook works on a shopping cart principle, making booking management clear and intuitive:

1. Select products for the cart

start by choosing the desired rooms or product packages you want to add to the cart. this can include accommodation rooms, activities, or other offerings.

2. Add activities and additional services

enhance the booking by including desired activities and additional services, such as breakfast, massages, or other extras, to create a complete package.

3. Enter the booker’s details

finally, insert the booker’s details and any other necessary reservation information. you can edit and finalize the booking as needed before saving it.

This streamlined approach ensures a smooth booking process while allowing flexibility to customize each reservation.

Start creating new bookings easily with MultiBook-button! Easy and simple, right?

Using MultiBook to create a single booking

In this course, we focus on using MultiBook from the perspective of individual activity bookings. MultiBook is a fantastic tool that allows you to create, manage, and modify bookings quickly and effortlessly. Managing individual bookings with MultiBook provides a clear process for creating reservations using the shopping cart principle. However, keep in mind that group bookings involve additional features that are covered in detail in the Group Booking course.

The functionality of MultiBook remains the same for group bookings, but the "magic buttons" introduced there are designed to simplify the management of larger bookings and speed up the process. In this course, you’ll learn everything you need to know about using MultiBook for individual bookings, preparing you to tackle group bookings when you’re ready!

Check availability and select products

Open MultiBook

The use of the MultiBook tool begins by opening it from Moder's main menu. MultiBook can be easily accessed in two different ways, both of which take you directly to the MultiBook view, where you can start creating and managing new bookings.

This is how MultiBook is opened

1. From the left panel: Click the "MultiBook" button on the left-hand side of Moder. This will take you directly to the MultiBook view.

2. From the top-right corner: Click the "MultiBook" button in the top-right corner of Moder. This option also leads directly to the MultiBook view.

Once MultiBook is open, you can easily and quickly select the desired product packages, add activities and additional services, and enter the booker's details.

Search for availability

Once the MultiBook view is open, start by checking availability as follows:

Select the booking details:

Start date of the booking
Duration of the booking
Number of people to be included
Check the availability
- The calendar below in MultiBooking updates according to your search criteria and displays room types with availability for your selected date and number of guests.

Here's how searching for availability and selecting products with MultiBook is easy and quick:

Once availability is found, select the suitable room types or activities for your booking that you want to add to your cart. Let's take a closer look at this next.

Select activities for the booking

Moder supports hourly-based travel products, such as activities, tickets, equipment rentals, and venue rentals. Adding these products to the cart follows the same principle as adding accommodation products.

Note! Accommodation products are covered separately in the course "creating, managing, and operating accommodation bookings.

Follow these steps

Go to the Activities tab in MultiBook, where you will find all hourly-based products. From there, the process continues in the same way as with accommodation products.

A) Using the autofill button (green star)

Press the Autofill button (green star), and MultiBook will select the correct number of hourly-based products for the first available session and add them to the cart.

B) Selecting manually from the calendar

Select the number of people and the number of units from the bottom bar.
Adjust the price if needed.
Add the selected products to the cart by clicking "Add to Cart."

Time to edit the cart

Once you have selected the desired products, proceed to the cart, where you can: edit bookings, add or remove products, and finalize the reservation.

MultiBook streamlines booking management, offering flexibility to easily optimize reservations to meet your customer’s needs!

Editing products in the cart

Once you have added products to the cart in MultiBook, you can flexibly modify them according to your needs before finalizing the reservation. This step allows you to fine-tune the booking details and ensure that all products and prices in the reservation are accurate.

Follow these steps

Adjust the quantity of the products

You can easily increase or decrease the quantity of products, whether it’s a room, villa, activity, ticket, venue, or another travel product. This feature allows you to quickly adjust bookings to suit the needs of your group or customer.

Adjust the price

If the price needs to be adjusted, for example, to apply a discount, special offer, or agreed-upon rate, you can do this directly in the cart. Price adjustments are flexible and straightforward, ensuring that the booking is priced accurately.

Delete product

If a product is not needed, you can remove it directly from the cart with a single click. This gives you complete control over the booking contents and ensures that only the necessary products are included in the reservation.

Once you have adjusted the products to your liking, the next step is to add additional services to the booking. Extra services complete the reservation and offer the customer an enhanced experience, allowing them to enjoy their accommodation and activities even more.

Select extra services

Adding extra services to a booking in MultiBook allows you to offer customers complete experiences alongside their accommodation or activities. Extra services can include options such as breakfast, massages, equipment rentals, or other products that complement the customer's booking. Here's how to add and modify extra services in a reservation:

Follow these steps

Move to extras -tab

Go to the Extras Tab at the top of MultiBook. This view displays all available extra services that can be added to the booking.

Select extra services under the product

Select the desired extra services directly from the dropdown menu under the product.

You can choose extra services for each product individually, allowing you to tailor the services to meet the specific needs of each reservation.

Moder Tip! Use the convenient Copy button to copy the selected extra services to all similar products with a single click. This speeds up the process, especially when you want to offer the same extra services for multiple products.

Adjust quantity and price

You can adjust the quantity and price of extra services directly after selecting them. This flexibility helps ensure the booking aligns with the customer’s preferences and budget.

Once you have selected and adjusted all the necessary extra services, the booking is almost ready to be finalized. Next, add the booker's contact information to save and confirm the reservation. This ensures that the booking includes everything needed and the customer receives a complete service experience!

Fill in customer's contact information

Adding the customer's contact information is an essential step in finalizing the booking in MultiBook. Accurate contact details help keep the customer database up-to-date and ensure seamless communication regarding the reservation. Filling in the contact information is easy to do in the Contacts tab in MultiBook, whether the customer is new or returning.

Follow these steps

Switch to Contacts-tab.

New customers

Manually fill in the customer's contact details by completing all the required fields. The more thoroughly you fill in the information, the better your customer database will serve you in the future.

Minimum requirements that are recommended to fill out:

Name
Phone number
E-mail address
- if you don't add e-mail address, you can't add additional rooms to existing "group booking", as that search is based on the e-mail address which the groups main booking has).

Returning customers

If the customer is returning, you can use the "Search contacts" feature. By typing five characters of the customer's name, phone number, or email address, MultiBook will search the customer database for matching details and display the results. You can then easily select the customer's information.

Once the contact details are filled in, it's time to finalize the booking by reviewing any additional notes and ensuring all booking details are accurate. This step ensures the reservation is complete and ready for the customer's arrival.

Booking notes and their usage

Booking notes help keep track of special requests and internal instructions related to the booking, improving customer service and enhancing internal communication within the company. In MultiBook, two types of notes can be added to a reservation to serve both the customer and the accommodation staff.

The types of notes

1. Additional requests

In the Additional requests field, you can record the customer’s special requests, such as allergy information, extra pillows, late check-in time, or other service-related details. These notes are visible to the customer, for instance, in the GuestApp and on the booking confirmation.

2. Internal notes

Internal notes are for the company’s internal use only. They are not visible to the customer and can include details such as special room maintenance requests, payment terms, or other notes intended for staff. These notes help maintain clear and accessible internal communication

Utilize a price code when creating a booking

Price codes allow you to offer discounts or special rates for bookings directly in MultiBook. they are especially useful when you want to apply campaigns, discounts, or other price adjustments to a booking easily. A price code can be added before creating the booking and will directly affect the products added to the cart.

How to use a price code in MultiBook

Set the price code before confirming the booking
MultiBook allocates the price code to the products in the cart when the following conditions are met:
- Code validity: the price code must be valid during the selected booking period.
- Product applicability: the price code must apply to the products in the cart, such as rooms, activities, or extra services.
Once the price code is added, the updated price will be displayed directly in the cart. .
- This allows you to instantly see the discounted price and confirm that the code is working correctly.

When the price codes, products, and contact details are in order, it's time to move on to reviewing the reservation's billing and finalization. This ensures the reservation is complete and everything is ready before the customer's arrival!

Select the invoicing method

Before clicking the "Checkout" button in MultiBook, it's essential to choose an appropriate billing method for the reservation and determine how you wish to manage the reservation's pricing and confirmations. MultiBook offers flexible options for billing and reservation management, allowing you to select the most suitable approach for your specific situation.

Options before clicking the "Checkout" button

Create a single invoice for the booking:

By default, MultiBook creates a single invoice for the reservation, including all product lines (rooms, activities, additional services). This invoice is easily accessible through the main reservation and can be sent to the customer either as a payment link or in PDF format. The sending must be done manually.

Follow these steps

Activate the "Create invoices" toggle to generate a single invoice that includes all selected items.

Generate separate invoices for each room or activity:

If you prefer to issue individual invoices for each accommodation unit or activity - useful in scenarios where multiple rooms or activities are booked, and customers wish to pay separately - you can opt for separate invoices.

Follow these steps

Activate the "Create invoices" toggle.

Select the "Split invoices" option, prompting MultiBook to assign each item in the reservation to its own invoice. This approach is ideal when the reservation is divided among multiple customers. .

Hide prices in GuestApp and booking confirmation

You have the option to conceal pricing details in GuestApp and reservation confirmations. This feature is particularly beneficial in scenarios such as proposals or group reservations where you prefer not to disclose prices to the customer.

Hiding prices can also be useful in preliminary reservations where changes are still expected, or when the reservation is made for a tour operator, and billing is not yet desired at this stage.

Finalizing the reservation

We have now reached the final step of making a reservation in MultiBook: finalization. Finalizing the reservation essentially means clicking the Checkout button. This saves the reservation and makes it visible in the booking calendar and the reservation list.

After clicking the Checkout button, you will remain in the reservation creation view and can immediately add new reservations to it if desired. A message saying 'You are adding reservations to the group' will appear at the top of your shopping cart. By clicking this link, you can view the details of the previous reservation in more detail.

If you wish to create an entirely new reservation in MultiBook, click the "Clear" button located in the upper corner. This action will remove the recently created reservation from the MultiBook tool. However, the reservation remains saved in your Moder and can be viewed, for example, in the Booking calendar.

Creating a reservation from the booking calendar

You can also create an activity booking directly from Moder's booking calendar. This can be handy and faster way to create single bookings, however if you need to create one or more bookings it is best to jump right into MultiBook. For example, if you are creating a booking for unit based activity for two people, it can already be faster to do that through MultiBook since you need to book each spot with a separate booking.

Another scenario when you might need to do the activity booking from booking calendar is if you are creating the booking for a custom slot: from MultiBook, you can currently only make bookings to existing slots.

Next, we demonstrate the process of creating an activity booking from Moder's booking calendar on two videos.

Video: Creating a booking for a private activity

Video: Creating a booking for a unit based activity

Create a reservation for a virtual room

Booking a virtual product is done in the same way as the previous reservation from the booking calendar. The only difference is that after selecting the destination, you choose the desired virtual destination from the "Virtual room type" dropdown menu.

Please note that when creating a reservation manually, you can select any virtual package for the reservation. The system does not filter and display only those virtual destinations, such as accommodation and activity packages, where pricing is valid - so be cautious when selecting a virtual destination.

In the webshop, your customer will only see virtual packages with valid pricing and active virtual destinations.

Editing an activity booking in Moder

In Moder, you can easily edit booking details, whether it's changing the duration of the booking, updating the number of participants, or modifying additional information.

Editing a booking in Moder is quick and flexible, but it's important to ensure that changes are saved correctly and that any price adjustments are updated manually, especially when modifying the booking's duration or dates. This ensures the booking remains up-to-date and meets the customer's needs.

This guide provides step-by-step instructions on how to edit a booking and highlights key considerations to ensure the changes are saved accurately.

Step-by-Step: How to Edit a Booking

Open the booking for editing

You can open a booking directly from the calendar by clicking on it and selecting “Edit”.

Alternatively, open the booking from the booking list by searching for the guest’s name, booking number, or other criteria, then click on the guest’s name and select “Edit”.

Edit bookings details

Booking details are managed across two tabs: Booking and Products.

From the Booking tab, you can update:

Guest contact information
Main product (e.g. activity, venue rental, ticket)
Date and time
Number of participants
Additional notes
Total price of the main product

Remember that clicking on the arrows in the Booking Tab (Guest details, Product and Price), reveals more options!

From the Products tab, you can make detailed adjustments:

Add additional services: Both optional and included
Change the product name: Customize it for this specific booking
Set a different time: Assign the service to a specific time
Edit prices and VAT rate
Add notes: For example, dietary restrictions for a food-related service

Moder Tip! Time settings and notes are used in many parts of Moder.
For example, the Resource Management / Extra Services feature displays services by day, along with their times and notes.

Automatic Price Update

⚠️ NOTE: If you change booking details in a way that affects pricing, Moder will suggest updating the total price.

You can choose to accept the new pricing or keep the original price. Remember to save after updating. :)

Save the changes

Remember to click the "Save" button located in the bottom left corner of the booking page to ensure all your changes are saved. After saving, the changes will be applied to the booking and ready for use.

Moving booking

The "Move bookings" feature provides a convenient way to move reservations from one room or location to another within the new calendar view.

However, for activity bookings, this functionality does not currently work as intended. Instead, activity bookings must be manually moved to a different time or date to complete the transfer.

Follow these steps

Select the Booking to Move and Go to the Edit Tab

Click to open the booking preview. You can do this from the calendar, booking list, or even the Activities view.

Note: Clicking on the time takes you to the departure manifest, while clicking on the guest’s name takes you to the booking preview.

Click the Edit button and expand the Products Section. This allows you to modify the booking dates and the selected time slot.

You can also set a custom time range if you need to assign an exceptional booking duration.

Moder Tip! Private hourly-based bookings (such as sauna reservations, venue rentals, or private experiences) can be moved directly using the drag-and-drop feature in the calendar.
Unit-based bookings, however, must be moved through the booking edit view.

Click Save, and the booking is moved! ✅

Booking cancellation

Cancelling a booking in Moder is quick and easy, especially when a customer's plans change.

After cancellation, the booking is removed from the booking calendar, but you can still review cancelled bookings in the booking list if needed. This allows you to track cancellations and refer back to them later, for example, in customer service situations.

The following guide explains how to cancel a booking and how to view cancelled bookings later.

How to Cancel a Booking

Open the booking preview.
Click Cancel.
Confirm the cancellation by answering Yes when prompted.

Moder Tip! If you’re cancelling a booking without any invoices or payment records, go ahead and cancel it. But if the booking has invoices or payments, make sure to handle them correctly—more on that in the next section.
P.S. Cancelled bookings can also be restored if needed!

Viewing cancelled bookings

Filtering in the booking list- view

Canceled reservations can be found in the booking list. You can search for canceled reservations by going to the reservation list and selecting "Canceled within" or "Only canceled" from the filters in the top menu. You can also use criteria such as the traveler's name or reservation number to refine your search.

Restoring a Cancelled Booking

Once you’ve found a cancelled booking in the booking list, open its preview.

In the cancelled booking preview, you’ll see a “Restore Booking” button that allows you to reactivate the booking if needed.

Credit note and refund

Credit notes are necessary when a customer needs to be refunded either fully or partially, for example, due to a cancellation. In Moder, a credit note can be easily created based on the original invoice. However, it is important to note that the actual refund must be processed directly through the payment provider, such as Paytrail or Stripe, or via a bank transfer.

You can find detailed instructions on creating credit notes from this support article.