Editing Bookings

After a booking is created, you can modify nearly every aspect of it from the booking detail view.

Opening a Booking

Click on any booking in the calendar or booking list to open the detail view. From the calendar, the booking detail slides in as a side panel. From the booking list, it opens as a full page.

The detail view is organized into tabs:

• Overview — core booking details, line items, equipment, and customer info
• Notes — internal staff notes
• Payments — transaction history, balance, and refund options
• Reschedule — move the booking to a new date/time
• Waivers — waiver submission status
• Invoices — generated invoices for the booking
• Auto-Expire — automatic expiration settings
• Facilitators — guide/facilitator assignments
• Guests — guest manifest
• Miscellaneous — source, external ID, metadata, communications log, and event log

Modifying Line Items

Line items represent the billable components of a booking. Each line item has a name, unit price, quantity, and type.

Adding Items

1. Click Manage Line Items in the booking detail
2. Select an activity, equipment, or add-on, or create a custom line item
3. Set the quantity and price
4. The booking total is recalculated automatically

Removing Items

1. Click the remove icon on any line item
2. Confirm the removal
3. If the customer has already paid, you'll be prompted about refunding the difference

Managing Equipment

Equipment is managed separately from line items. Use the Manage Equipment dialog to:

• Add or remove equipment selections
• Adjust equipment quantities
• Add or remove equipment add-ons (e.g., accessories, upgrades)

Equipment changes automatically update the related line items and recalculate the booking total.

Changing Customer Details

Update the customer's name, email, phone, or any custom field data directly from the booking. Changes are reflected in the customer's CRM profile as well.

The customer is linked by their CRM customer ID. You can view their full profile from the booking by clicking through to the CRM.

Changing the Activity

You can change the activity associated with a booking using the Change Activity dialog. This is useful when a customer wants to switch to a different experience. The system will:

• Update the activity reference on the booking
• Prompt you to review and adjust line items and pricing
• Log the change in the event log

Changing Booking Source

Update the booking source and external ID from the Miscellaneous tab. This is useful for:

• Correcting the source after a booking was created through the wrong channel
• Adding an external reference ID for bookings synced with third-party systems

Custom booking sources with assigned colors are configured per location.

Adjusting Pricing (Pricing Override)

Use the Adjust Pricing dialog to set a desired grand total for a booking. This is useful when:

• A booking was synced from Google Calendar (iCal) with zero pricing and needs the correct total set
• An operator needs to apply a manual discount or surcharge
• The total needs to be corrected to match an agreed-upon price

When you set a desired grand total, Resytech creates a Pricing Adjustment line item that represents the difference between the calculated total and your desired total. This keeps the pricing pipeline consistent — fees and taxes are calculated on the base price only, and the adjustment is applied after.

To adjust pricing:

1. Open the booking and click Adjust Pricing from the actions menu (or the edit icon on the balance card)
2. Enter the Desired Grand Total
3. Provide a Reason (required for audit trail)
4. Optionally enable Record a payment (see below)
5. Review the preview showing the current total, desired total, and adjustment delta
6. Click Apply Override

The adjustment can be positive (increasing the total) or negative (decreasing it). To revert, remove the pricing override and the booking returns to its calculated total.

All pricing overrides are logged in the event log with the previous total, new total, adjustment amount, and reason.

Recording a Payment with the Override

When adjusting pricing on a booking where the customer has already paid externally (e.g., through a third-party platform like Boatsetter), you can record the payment at the same time as the pricing override. This prevents the booking from showing an incorrect outstanding balance.

Enable the Record a payment checkbox in the Adjust Pricing dialog to reveal payment options:

• Full amount — records a payment for the entire desired grand total. Use this when the customer has already paid in full through the external source.
• Custom amount — records a payment for a specific amount. Use this when the customer made a partial payment externally and still owes a remaining balance.

The payment is created as an external payment record (type: other) and is factored into the booking balance automatically. The balance is always calculated as:

Balance = Grand Total - Total Payments

This means:

• If you set a $1,000 grand total and record a $1,000 payment → balance is $0
• If you set a $1,000 grand total and record a $500 payment → balance is $500
• If you set a $1,000 grand total and don't record a payment → balance is $1,000

The preview section at the bottom of the dialog shows the projected balance before you confirm, so you can verify the result.

When to use this

The recorded payment appears in the booking's Payments tab alongside all other transactions and is included in payment reports.

Assigning Facilitators

Select or change the assigned facilitator for the booking from the Facilitators tab. Resytech supports assigning facilitators at both the activity level and the location level:

• Activity facilitators — guides specifically assigned to the activity
• Location facilitators — general staff at the location

Resytech will warn you if the selected facilitator has a scheduling conflict.

Managing Guests

The Guests tab lets you maintain a manifest of individual guests for the booking. Each guest record includes:

• Full name — the guest's name
• Email — optional email address
• Phone — optional phone number
• Demographic — optional demographic category (e.g., adult, child, senior)
• Customer link — optionally link the guest to an existing CRM customer profile

Guest information is separate from the primary booking customer and is useful for group bookings where you need to track each participant.

Invoices

From the Invoices tab, you can generate and send invoices for the booking:

• Set the invoice amount (in cents)
• Choose whether to auto-confirm the booking when the invoice is paid
• Override the recipient email address
• Select the send type (email, link, etc.)
• Track invoice status (sent, paid, expired)

Auto-Expire Settings

The Auto-Expire tab controls automatic status transitions for the booking:

• Expire date — when the booking should automatically transition
• Target status — which status to move to (typically "canceled")
• Notify customer — whether to send a notification when the booking expires

Auto-expire is useful for pending bookings that should be released if not confirmed within a set time window. Changes to auto-expire settings are logged in the event log.

Payments and Refunds

The Payments tab shows the full transaction history for the booking, including:

• Payment amounts and methods
• Payment types: cash, electronic, or other
• Reference IDs for tracking
• Refund history with amounts and methods

You can add manual payments and process refunds directly from this tab. When adding a payment, you can choose whether to apply it to the outstanding balance.

Refunding Manual Payments

Manual payments (cash, check, electronic, and other non-card payments) can be refunded just like card payments. The refund dialog supports full and partial refunds, and lets you specify a refund method, reference number, reason, and notes.

To refund a manual payment:

1. Open the booking and go to the Payments tab
2. Click the refund icon on the payment you want to refund
3. Choose Full or Partial refund and enter the amount
4. Select the refund method (cash, check, electronic, or other)
5. Provide a reason and click Process Refund

A refund creates a negative payment record in the transaction history, preserving a complete audit trail for accounting. The booking balance increases by the refunded amount.

Deleting Manual Payments

Manual payments can also be deleted entirely from the Payments tab. This removes the payment record as if it never existed.

To delete a manual payment:

1. Open the booking and go to the Payments tab
2. Find the payment you want to remove — manual payments show a trash icon in the actions column
3. Click the trash icon and confirm the deletion

When a payment is deleted:

• The payment record is permanently removed
• The booking balance is automatically recalculated based on the remaining payments
• The deletion is logged in the event log with the amount, payment type, and who deleted it

Delete vs. Refund — When to Use Each

Card payments processed through Stripe can only be refunded, not deleted. This ensures Stripe's transaction records stay in sync with the booking.

Audit Trail

Every change made to a booking is logged in the Event Log section of the Miscellaneous tab — who changed what and when. Tracked events include:

• created — booking was created
• status_change — status was updated (old and new status recorded)
• booking.rescheduled — booking was moved to a new date/time (old and new values, pricing changes, and notes recorded)
• booking_canceled — booking was canceled (reason, canceled by, refund details, and trip protection info recorded)
• auto_expire_change — auto-expire settings were modified
• expired — booking was automatically expired
• Payment events — payments received, refunds processed, manual payments deleted

Each event records the user who made the change and the exact timestamp, providing full accountability and traceability.

Related How-To Guides

• Manage Line Items
• Change Booking Activity
• Update Booking Status
• Add Booking Notes
• Manage Booking Manifest
• Handle Guest Information
• Send Booking Invoice
• Reschedule a Booking