Managing bookings

View, edit, and manage customer bookings across all sales channels.

All bookings — whether made online, through the point of sale, via the Adventuro marketplace, or the API — flow into a single bookings dashboard. From here you can track every reservation, update attendee details, process cancellations, and monitor payment status.

Bookings dashboard

The bookings dashboard gives you a unified view of all reservations. You can filter by:

• Date range — view bookings for a specific day, week, or custom period
• Activity — narrow down to a specific course, hire, or event
• Status — filter by confirmed, pending, cancelled, or waitlisted
• Payment status — find bookings that are paid, partially paid, or unpaid

Each booking entry shows the customer name, activity, session date and time, number of attendees, and payment status at a glance.

Schedule filters

The schedule view provides a set of filters to help you quickly find specific sessions. Filters can be combined and are preserved as you navigate between dates.

Filter	Description
Search	Free-text search across session names and details
Places booked	Range filter to show only sessions within a minimum and maximum number of booked places
Type	Toggle visibility of session types — Course, Hire, Overnight, Event, or Availability
Location	Filter by location when you have more than one site configured
Activity	Multi-select filter listing every course and hire activity in your schedule
Staff count	Range filter to show sessions by the number of assigned staff members
Waitlist size	Range filter to show sessions by the number of customers on the waitlist

Select Clear all to reset every active filter at once. The button shows a count of how many filters are currently applied.

Filter selections persist when you switch between the overview and staff schedule views. Switching to the register view temporarily clears filters, but your previous selections are restored when you return.

Create a booking from the calendar

To book a customer onto an existing session without going through the public booking page:

1. Open the session

   Find the session on the calendar view and click it to open the session popup.

2. Start a new booking

   Select New booking in the top right of the popup, then choose how many tickets to add.

3. Choose the customer

   Search for an existing customer in your database, or create a new one by entering their name, email, and other required details on the spot.

4. Take payment

   Pick a payment method:

   • Card — charge a card now (via card reader or manual entry)
   • Cash / other — record an offline payment
   • Invoice — send an invoice for later payment (useful for corporate or group bookings)
   • Defer — confirm the booking now and collect payment later
5. Accept terms and finalise

   Tick the terms and conditions box on the customer’s behalf, then either Add to basket to keep selling or Pay now to complete the order.

For walk-ins, food, drinks, retail, and any sale that isn’t tied to a specific calendar session, use the POS instead.

Booking details

Open any booking to see the full details:

Field	Description
Customer	The customer’s name, email, and account details
Activity	The booked activity, session date, and time slot
Attendees	Names and details of all participants
Payment	Payment method, amount, and status
Add-ons	Any optional extras included in the booking
Waivers	Completion status of any required waivers
Discount	Any discount codes or membership discounts applied

Edit a booking

From the booking details, you can:

• Add or remove attendees — adjust the number of participants on a session. For bookings that span multiple slots (such as a multi-day course), removing an attendee removes them from every slot in the booking
• Change the session — move a booking to a different date or time slot (subject to availability)
• Update attendee details — correct names, contact information, or custom field responses
• Add notes — attach internal notes visible only to your team

Changes to a booking do not automatically trigger a notification to the customer. Use workflows to set up automated update emails, or resend the confirmation manually from the order receipt.

Cancel a booking

To cancel a booking:

1. Open the booking from your dashboard.
2. Select Cancel.
3. Choose whether to process a refund — full, partial, or none.
4. Confirm the cancellation.

Cancelled bookings free up the session capacity immediately. If a waitlist exists for the session, the next customer is notified automatically.

Email participants

You can send an ad-hoc email to everyone booked on an activity directly from the activity info popup. This is useful for last-minute updates such as a change of meeting point, weather cancellations, or a follow-up message after a session.

To email participants:

1. Open the activity info popup for the session from the schedule.
2. Select Email clients.
3. Review the recipient list, compose your message, and send.

Sailia builds the recipient list from every active participant on the booking. If a participant belongs to a different customer account than the person who paid — for example, a parent booking a place for a friend’s child — that participant’s family email is included alongside the booking organizer’s. Duplicate addresses are removed automatically, and removed participants are excluded.

The recipient list always includes the primary contact for each booking, so the person who paid still receives the message even when other accounts are also notified.

Resend confirmation emails

You can resend booking confirmation emails to any email address directly from the order receipt. This is useful when a customer did not receive the original email, when you need to forward the details to a different address, or when you have updated a booking and want the customer to receive an updated confirmation.

To resend a confirmation:

1. Open the order receipt from the bookings dashboard.
2. Scroll to the Emails sent to this account section.
3. Click Send confirmation email.
4. Enter the recipient’s email address.
5. Click Send.

The confirmation email includes the current booking details and a PDF receipt attachment. If the recipient is the booking owner, a calendar invite (.ics) is also attached. If the booking has been modified since the original confirmation, the resent email reflects the latest information.

The Send confirmation email button is available to staff with the View Other User Profiles permission. It appears on all completed orders, including those linked to customer accounts and guest checkouts.

Booking sources

Each booking is tagged with its source so you can understand where your reservations come from:

Source	Description
Online	Booked through your online booking page
POS	Created through the point of sale
Adventuro	Booked through the Adventuro marketplace
API	Created programmatically through the Sailia API

Session printouts

You can print a summary of any session to use as a physical register or attendance sheet. The printout includes a list of all booked clients with their name, age, add-ons, and attendance columns.

Waiver status column

The printout includes a Waivers column that shows the completion status of each client’s waivers at a glance:

Status	Meaning
Complete	The client has completed all waivers linked to the session
Incomplete	One or more waivers are still pending
—	No waivers are associated with the session

This helps you quickly identify which attendees still need to complete their waivers before the session starts — without having to check each booking individually.

Review the printout before a session begins to follow up with any clients showing an Incomplete waiver status.

Related guides

Online bookings

How customers book through your online booking page.

Payments and Stripe

Process refunds and manage payment status.