DOCUMENTATION

Managing Bookings

All Bookings

To view all bookings that have been created, go to Rockon > Manifest in the header bar. Or go to Rockon > Bookings > Booking List. A list of bookings appears in reverse chronological order.

To filter bookings, select options from a familiar menu at the top.

Filter by:

• Status
• Date
• Product/Resource

You have the ability to perform two actions

• View Booking, by clicking the eye icon, or the booking #
• View the Order associated with the booking by clicking on the order #.

Add Booking Product

You can create a booking product by following this tutorial on how to Add a Bookable Product.

View a booking

To view a booking, the Eye takes you to the Edit/View Booking page. This works similarly to other pages such as Edit Order, except it is for booking data.

These details can be edited, then saved when you are done.

Be careful when changing start and end dates and times. Be sure that the start date is always more recent than the end date. Note that the customer will not receive an automatic email with any changes.

Relationship Between Bookings and Orders: Understanding the Connection

The relationship between bookings and orders is an important concept to understand in the context of managing bookings and transactions.

When a customer makes a booking for a product or service, it represents their intention to reserve a specific time slot or availability. This booking creates a record in the system, capturing details such as the date, time, duration, and any additional requirements.

However, a booking alone does not complete the transaction. To finalize the process and confirm the customer’s reservation, an order needs to be created. An order represents the actual purchase or acquisition of the booked product or service.

The connection between bookings and orders is that a booking serves as a precursor to an order. Once a customer makes a booking, an order is generated to formalize the transaction and complete the purchase. The booking information is then associated with the corresponding order, creating a clear link between the reserved time slot and the confirmed purchase.

For a booking, the corresponding order can be found within the “Booking List” screen and also on the “Edit Booking” screen.

Linked Order within Booking List screen

Linked Order within Edit Booking screen

For Bookings with the “In Cart” status, no corresponding order exists.

The corresponding order links to the booking within the “Edit Order” screen:

For a booking to be considered paid, it is necessary for the payment associated with the linked order to be successfully processed.

Approve Bookings

To approve a booking that requires confirmation:

1. Go to Booking List. Any booked products that require confirmation will display Pending Confirmation.
2. Select Confirm(check mark) to approve the booked product.

Once approved, the user receives an invoice via email to pay. The customer can then pay on their My Account page. The link to their My Account Page is included in the email they receive.

Booking Status

• Unpaid: Booking requires payment. The order has not been paid.
• Pending: Booking awaiting Admin approval. See the Approving Bookings section above.
• Confirmed: Booking is confirmed after it was set as Pending. Still requires payment.
• Paid: Booking has been paid.
• Cancelled: Booking has been canceled.
• Complete: Booking is paid, and the date is in the past. The assumption is that the experience/service was delivered.
• In Cart: Booking has been added to a customer cart. If not purchased, it is deleted within 60 minutes.

In Cart Bookings

A booking in the cart status means that the customer has added the booking to their cart but has not yet completed the checkout process. This can happen for a variety of reasons, such as:

• The customer has not yet entered their payment information.
• The customer has not yet clicked the “Checkout” button.
• The customer has abandoned their cart.

If a booking is in the cart status, it will not be considered a confirmed booking. This means that the booking is not guaranteed and can be removed from the cart by the customer at any time. Whenever the booking is added to the cart, the booking updates to “In Cart” status.

Any bookings that have an “in-cart” status will be removed from the cart if the user’s session is inactive for 15 minutes, thereby freeing up availability.

Users who add items to cart and fill in their email address but do not proceed with checkout, will automatically get Cart Recovery emails that contain a button to proceed with checking out the items they have in their cart. This is automated and no actions are required from you.

Bookings Calendar View

For a calendar view, go to Rockon > Booking Calendar from the header bar. By default, it shows a Day-based view with Filter options on the left.

By Day

A Day-based view can be used to view all bookings in a day:

When using Day view, select a booking to view/edit it, or hover to view a summary of details.

By Month

Select Month to show a Month-based view with Filter options on the left.

Select a booking to view details.

By Schedule

Select Schedule to show a scrollable overview with the current day highlighted and Filter options on the left.