Booking Details

Introduction

The Booking Details page provides a comprehensive view of an individual transfer or tour booking. From here, you can view all booking information, manage the booking status, assign operators, handle payments, add extras, and communicate with the customer.

The Booking Details page is organized into several sections:

• Booking details - Route and journey details
• Contact Information - Customer details
• Operator - Assignment and vehicle
• Payment Information - Pricing and billing
• Payments - Payment records and deposits
• Extras - Additional services
• Messages - Customer communication

Header Section

The header displays miscellaneous booking information and status workflow.

Field	Description
Booked by	Who created the booking (Guest or user)
Booked at	Date and time the booking was created
Last update at	Date and time of the most recent change

Status Workflow

The right side of the header shows the booking’s progress through the status workflow:

• Accepted - Booking has been received and confirmed
• Assigned - An operator/driver has been assigned
• Picked Up - Customer has been collected
• Completed - Transfer has been finished

A checkmark indicates a completed stage, while an “x” indicates a pending stage. For full details on each status and transition rules, see Status Workflow.

Changing Status

To change the booking status, use the action buttons below the status progress bar:

Complete Booking

The Complete Booking button (purple/blue) allows you to quickly advance the booking to Completed status. This button typically appears when the booking is in Assigned or Picked Up status.

When you click Complete Booking:

• The booking status changes to Completed
• The progress bar updates to show all stages completed
• Email notifications may be sent to the customer (depending on your Email Templates settings)
• The booking moves to your completed bookings list

Tip

Use Complete Booking when the transfer has finished and payment (if any) has been collected.

Cancel Booking

The Cancel Booking button (red) allows you to cancel the booking. This button is available for bookings that haven’t been completed yet.

When you click Cancel Booking:

• The booking status changes to Cancelled
• The booking is voided and no transfer will take place
• The booking record is preserved in the system
• Email notifications may be sent to the customer (depending on your email template settings)
• The booking will appear in your cancelled bookings filter

Note

Cancelling a booking keeps the booking record for reporting and historical purposes. If you need to permanently remove a booking, use Delete Booking instead.

Delete Booking

The Delete Booking button (light red/pink with border) permanently removes the booking from the system. Use this action with caution.

When you click Delete Booking:

• A confirmation prompt will appear (you must confirm the deletion)
• The booking is permanently removed from the system
• This action cannot be undone
• The booking will no longer appear in any lists or reports

Caution

Delete Booking is a permanent action that cannot be undone. Only use this if you need to completely remove a booking record. For most cases, use Cancel Booking instead to void the booking while keeping the record.

When to use Cancel vs Delete:

• Cancel Booking - Use when a customer cancels or you need to void a booking but want to keep records for reporting, accounting, or customer service purposes
• Delete Booking - Use only when you need to permanently remove a booking (e.g., test bookings, duplicate entries, or data cleanup)

Transfer Section

This section displays all journey-related information:

Field	Description
Pickup Date	Scheduled date and time for pickup
Pick up from	Pickup location address
Drop off	Destination address
Flight Number	Customer’s flight number (if provided)
Ferry Name	Ferry information (if applicable)
Distance	Calculated route distance in kilometers
Est. Duration	Estimated journey time
Passengers	Number of passengers
Luggage	Number of luggage pieces

Click the Edit button to modify transfer details.

Flight Tracking

When a flight number is provided, TransferVista can track the flight status. This helps you:

• Monitor for delays
• Adjust pickup times accordingly
• Keep customers informed

Operator Section

This section shows driver assignment information:

Field	Description
Operator	Assigned driver’s or partner’s name (empty if unassigned)
Vehicle	Vehicle type for this booking
Commission	Operator’s commission amount

If no operator is assigned, click the Assign button to assign a driver. See Assigning Operators for more details.

Payment Information Section

This section displays pricing and billing details:

Field	Description
Payment	Payment method (On arrival, Online, etc.)
Billing	Customer’s billing email (linked to customer profile)
Transfer Price	Base price for the transfer
Deposited	Amount already paid as deposit
Payment on Arrival	Amount to be collected at pickup
Total	Total booking amount

Payments Section

This section shows all payment transactions for the booking:

• List of recorded payments with amounts and dates
• Add Offline Deposit button to record cash or manual payments
• Send Payment Link button to email a payment link to the customer

Recording Offline Payments

If a customer pays via cash, bank transfer, or other offline method:

1. Click Add Offline Deposit
2. Enter the payment amount
3. Add any notes about the payment
4. Save the payment record

Payment Link

If the booking is unpaid, you can send a payment link to the customer. The payment can be partial or full. You must have online payments enabled to use this feature.

Extras Section

Additional services booked with the transfer:

• List of extras (child seats, meet & greet, etc.) with prices
• Add Extra button to add additional services

Adding Extras

To add an extra to the booking:

1. Click Add Extra
2. Select the extra service from the list
3. Confirm the addition

The booking total will be updated automatically.

Messages to Customer Section

This section allows you to communicate directly with the customer:

• View history of messages sent to the customer
• Send Message button to compose a new message

Sending Messages

To send a message to the customer:

1. Click Send Message
2. Compose your message
3. Send the message

Messages are sent to the customer’s email address.

Related Pages

• Assigning Operators - Learn about driver assignment
• Status Workflow - Understanding booking lifecycle
• Payments - Payment handling in detail