Booking Form
When creating a new booking, or editing existing bookings, you will see a booking form. The booking form is built of multiple objects. Each of which we will explain here.
Booking Settings
Reference:
Created by default when initially creating a booking and then stored here once saved.
A reference is made up of three parts: HD/1412499/908928.
HD: The first two or three letters are a code for your park, normally an abbreviated version of your name.
1412499: The second middle part is the customer reference, unique for each customer.
908928: The third last part is the booking reference unique for each booking.
Created:
This is the date and time the booking was created either by the customer online or within GemaPark.
It is blank when creating a new booking in GemaPark and then shows the time stamp once created.
Status:
There are 4 statuses to choose from in the dropdown on a booking:
Provisional – shows in yellow on the chart. Allows a customer to pay a deposit and confirm the booking. All online bookings are saved as provisional unless otherwise specified.
Confirmed – shows in pink on the chart. Customers cannot change confirmed bookings.
Enquiry – does not make a booking on the chart or take any allocation of pitches. Allows you to store customer enquiries and give a quote without taking availability.
Cancelled – cancels a booking and stores the booking as cancelled.
Expires:
The date a provisional booking expires, set in the company settings or is the current date if not set. This field can be changed if needed.
Once a booking has expired it flags the expiry date in red on the booking task screen.
This field is blank if a booking is not provisional.
Language:
Different languages can be stored on a booking if configured to allow multi language in GemaPark. This then displays the bookings in the guest area and documents to the customer in the chosen language.
Chart Colour:
The default colour is pink for confirmed and yellow for provisional.
You can store the booking with a different colour using this dropdown.
Chart colours can also be set to different colours when importing bookings from third party companies.
Chart Note:
Chart notes can be used to add specific notes about a booking to be visible when on the chart.
These notes appear on the chart when the booking is hovered over.
Discount Code:
If discount codes are set up, adding the discount code in here will apply the discount to the booking. This only works if a discount is configured with a code.
Tax Point:
Defaults to the tax point set up in the admin settings.
Once a booking is saved this cannot be changed.
You should not change individual booking tax points unless you really need to.
Park:
Displays the park the booking is being made under.
Changing this dropdown changes all elements on the booking to the new park and will wipe the booking completely. For most parks there will only be one option.
Origin:
Details wither the booking was made offline or online.
This will default to offline for GemaPark bookings and Online for website bookings.
Source:
This is the How did you hear about us dropdown. For new bookings this defaults to Please Select and you can select an option from the dropdown list.
When online bookings are made this data captured is stored here.
Currency:
Automatically set to GBP and cannot be changed unless euros have been set up.
Don’t Chase Payments:
If you do not want GemaPark to chase payments for one particular booking tick this box and no balance reminder emails will be sent out.
Stop Auto Emails:
If you do not want GemaPark to send any other auto emails (check-in, welcome letters etc) for one particular booking tick this box and none of the auto emails will be sent.
Reporting Group:
If you operate more than just holiday bookings in GemaPark you should be setting the reporting group for individual bookings.
Using the reporting group controls which documents show for a booking, allows you to run accurate reports based on reporting groups and enables different documents to be auto emailed for different bookings.
Holiday booking – this is the default and gives all holiday functionality like the holiday documents.
Seasonal booking – if you are creating a seasonal customer booking set the reporting group to seasonal booking and you will get different documents to the holiday bookings. This group can then have different auto emails to the holiday bookings.
Owner invoice – if you are creating an owner invoice set the reporting group to owner invoice (it will default to owner invoice when on the invoices screen) and you will get different documents to the holiday bookings. This group can then have different auto emails to the holiday bookings.
Storage – if you are creating a storage booking set the reporting group to storage and you will get different documents to the holiday bookings. This group can then have different auto emails to the holiday bookings.
Agent:
Defaults to none but could be set to Pitch-Up, Hoseasons, Booking.com if you have channel managers set up.
This will be auto set if a booking is imported via a third-party booking source.
Agent Booking ref:
Should be left blank unless you have a booking made by a third-party company and need to store the ref.
This will be auto set if a booking is imported via a third-party booking source.
Customer Details
Customer Name:
Shows the name of the customer the booking is made for.
Reference:
The customer reference, the first part of the full reference field, unique to this customer.
Lead Contact:
These are the contact details for the customer on the booking. This customer can be different to the customer the booking is made under.
The lead contact details can be edited using the blue edit button and a popup provided will show you all the editable fields for the customer record. The edit button will change the lead customer only, and if you only have one customer on the customer file this will change the main customer details.
We will always display the name, address and phone number for the lead customer here.
Billing Contact:
These are the contact details for the billing customer on the booking. The billing contact can be different to the main customer and lead customer the booking is made under.
The billing contact details can be edited using the blue edit button and a popup provided will show you all the editable fields for the customer record. The edit button will change the billing customer only, and if you only have one customer on the customer file this will change the main customer details.
We will always display the name, address and phone number for the billing customer here.
Customer +NEW
To add a new lead contact or billing contact, that is different to the main customer on the booking, you can use the green +NEW button to create the record within the booking.
This is useful if you have a company for example with different contacts that come to the park on the stay, or if you have one customer booking a pitch for a friend.
You can potentially have a main customer, lead contact and billing contact all on one booking that are all different people.
Accommodation
Arrival Date:
The date the booking starts.
Duration:
The number of nights the booking is for.
Departure Date:
The date the booking ends.
Get Available Unit/Pitch Types:
This button will search the system for availability based on the arrival date, number of nights and departure date and return only the available plots underneath.
Stay Type:
Dropdown driven by the available stay types that have been set up under admin. This dropdown will typically be touring and camping, statics, pods etc.
Unit Pitch Type:
The available units that are under the selected stay type will be shown in this list.
Plot:
The available plots that are under the selected pitch will be shown in this list.
This list will only show plots that are available. Already booked plots will not show in this list.
Occupancy Type:
This list will show the available occupants that have been assigned at the unit level. If an occupant is not assigned to the unit, they will not appear in this list.
You should enter how many occupants of that type are coming on the booking.
If occupants are charged extra the price field will populate once the tariff has been calculated.
Caravan / Tent Type:
This list will show the available caravan / tent types that have been assigned at the physical plot level. If a caravan / tent type is not assigned to the plot, they will not appear in this list.
You should enter how many of that type are coming on the booking.
If there is an extra charge for the tent type the price field will populate once the tariff has been calculated.
Arrived:
This only shows if the check-in process has been configured to show arrived separate to checked-in.
It will be populated once you mark your customer as arrived on site from the dashboard.
Locked:
This enables you to lock a booking to that specific plot. It can be used if a customer requests a specific plot by ticking the box. When ticked this shows a padlock on the chart and notifies you when trying to move a booking that it is locked.
If you have online plot selection wired up then bookings that specify a plot when booking online will have this box ticked and be locked to that plot.
Likewise, if you make a booking via quick book within GemaPark then the booking will also be ticked to be locked.
Unit Pitch/Type Price:
This will display the unit price of the booking when get tariff has been used.
You can override the price if, for example, you have offered it cheaper, or if it is on a date that has no price against it in the tariffs. To do this, simply overtype the price in the Unit/Pitch Type Price box and don’t click get tariff.
Supplement:
If there are any supplements on the tariffs above the unit price these will be displayed here when get tariff has been used.
You can also manually add a price into the field if required.
Sub Total:
This will calculate once get tariff has been used and will show the total of the unit and occupants on the booking. A sub total before any extras are added.
Cost:
If you are selling on behalf of an owner and charge a commission, the cost field gets completed with the commission value set up when calculating the booking.
You can also manually add a price into the field if required.
This value is what is used on bookings where owners are assigned to the unit and you need to prepare owners account statements.
Get Tariff:
Pressing this will recalculate the costs for the booking and get the tariff.
Discounts:
Discounts will show if they are applicable to the accommodation entered. If you entered a discount code in the form above, or if there is an automatic % discount applicable the system will ask you if you want to apply the discount.
Clicking No will not apply the discount.
Clicking Yes will apply the discount amount underneath accommodation discounts.
Note: this process does not remove any previous discounts so if you are repricing a booking, it’s best to remove any existing discounts first using the red X next to the discount.
Accommodation Extras:
These are plot specific extras that are added at the accommodation level.
Select your extra from the dropdown list and click add.
The extra will automatically be added and priced for the date and duration of the booking.
If you need to change the number of nights on the extra you can change the days box and then click the recalculate price button to load the new price in.
If you need to cancel an extra off the booking use the red cross to remove the extra.
Accommodation Discounts:
These are auto applied when clicking get tariff and an accommodation discount is set up and applied to a booking.
You can also manually add a discount by selecting the discount from the dropdown list and manually entering a value in the value field. Work out how much discount you want applied and enter that value in the field. The system will then calculate this as a discount on saving.
Add Unit/Pitch Types:
For group bookings you can add additional pitches by entering the number of additional pitches you need and clicking the Add button.
By default, the system will allocate the next available pitches of the same type but you can change this using the unit/pitch type and plot drop downs.
Each different unit will be grey coloured on the booking form so that you can see where one unit starts and ends.
Each booking only has one balance due date and one billing customer so, while it’s good to put multiple units being used at the same time on one booking if they are for the same customer, it’s best not to put two stays happening at different times on the same booking.
Booking Extras
Extras:
These are booking extras that are added to the booking. These extras are all the extras that are not assigned at a plot level. These extras will be things like activities, admin etc.
Select your extra from the dropdown list and click add.
The extra will automatically be added and priced for the date and duration of the booking.
If you need to change the number of nights on the extra you can change the days box and then click the recalculate price button to load the new price in.
If you need to cancel an extra off the booking use the red cross to remove the extra.
Discounts
Discounts:
These discounts are non-accommodation specific discounts. They are things like early payment discounts for example.
Select your discount from the dropdown list and click add.
The discount will automatically be priced for the date and duration of the booking.
You can manually change the value field here should you wish to.
Commission
Commission:
If you are selling via a third-party source like Pitch Up and we add the payment to the ledger then we store the Pitch Up commission in here and record the payment on the ledger.
You should not need to use / add commission in here unless you are using a third-party booking source like Pitch Up.
Customer Notes
Customer Notes:
These are notes that you can add that will be visible to the customer about this booking.
Notes added here should be sensible and happy to be shared with the customer on the booking documents for example.
Admin Notes
Admin Notes:
These are notes that you can add that will NOT be visible to the customer.
Notes added here can be private but they will only apply to this booking. They will not appear on documents or publicly.
Booking Questions
Check In:
When the customer uses the check in process to check in this box will become ticked.
When the dashboard is used to check a guest in this box will become ticked.
You can also set the booking to checked in from the booking form.
A booking that has been marked as Checked In will change the colour on the chart to green.
Check Out:
When the dashboard is used to check a guest out this box will become ticked.
You can also set the booking to checked out from the booking form.
A booking that has been marked as Checked Out will change the colour on the chart to blue.
Other Configurable Questions:
Any other booking questions that are configured for your park are shown at the bottom.
Any compulsory questions will need to be marked on the booking form when saving. If compulsory questions are not answered the booking form will not save.
We can set up any new configurable questions you may like. Please just pop a ticket in the service desk with your request and we can get these configured for you.
Balance Totals
Booking Total:
The total amount of the booking.
Deposit Amount:
The total deposit for the booking based on the deposit settings on stay type.
Balance Amount:
The balance on the booking less the deposit amount.
This value never changes unless the booking amount is changed. It will always show the balance less a deposit.
Balance Due Date:
The date the balance will be due, either on arrival or x days before arrival.
Amount Paid:
If any money on the booking has been paid this will show what has been paid here.
Balance Owing:
This is the balance owing on a booking less any money paid.
This will update when money is paid off a booking, like a deposit, or instalment payment.
Balance Owing Inc R. Deposit:
This is the balance owing on a booking less any money paid, including the refundable deposit amount.
This will update when money is paid off a booking, like a deposit, or instalment payment including the refundable deposit amount.
Total Price:
This is the total price of the booking.
Before hitting calculate it will be 0 and once the booking has been calculated or saved it will show a value.
Refundable Deposit:
This is the amount of refundable deposit on the booking.
Before hitting calculate it will be 0 and once the booking has been calculated or saved it will show a value.
Calculate:
Pressing calculate will work out the value of the booking with all elements on.
You do not have to calculate a booking. Pressing save will do this process for you and calculate the value on saving.
Save and Take Payment:
You can save the booking and navigate directly to the payment screen to take a payment from the customer.
Save and return to chart:
You can save the booking and return directly to where you were on the chart before editing/creating this booking.
This button is hidden if you do not navigate to a booking via the chart, for example you came in from the booking’s summary page.
Save:
Saves the booking and returns you to the booking summary tab.
Cancel:
Cancels any changes made to the booking without saving.
Pressing this cancel button will take you back to the page you came from so if you came from the chart you would return to the chart.
Note: This cancel button does NOT cancel a booking, it simply doesn’t save any changes made to the booking and navigates you away from the booking form.
This completes the elements on the booking form.
