Create new bookings

Management -> Attendee Registration -> Bookings

Bookings can not only be made in the front end, but can also be created manually in the back end.

1. Create booking

Fig. 1: Creating a new booking

Is the person you are looking for not displayed, but you are sure that they already exist in the system? Please check the search settings. A filter may still be active, which you can reset with Reset search.

Is there already an invoice on which the booking is to be added? Then the new booking can be assigned to this invoice using the Select invoice button.

If no existing invoice is selected, a new invoice is automatically created for this booking.

The Separate invoice address checkbox can be used to enter an invoice address that differs from the previously defined personal data. The desired payment influences the text on the invoice and is also a filter criterion.

This article explains how invoice recipients can make payments independently in the frontend: Payment in the frontend.

Voucher codes can be used, but their effect is not taken into account in the next step; they are only linked to the booking and therefore invalidated. Voucher codes can also be subsequently assigned to existing bookings in voucher management and thus invalidated.

Click Save to create the new booking. The corresponding invoice (new or already existing) is now in processing status.

Fig. 2: Newly created booking without booking options

2. Add booking options

Booking options can be added to the booking by selecting the corresponding offer packages, the price group, the registration period, the quantity etc. If contingents have been defined, these are displayed (number and color coding).

Fig. 3: Adding contingent booking options

As soon as a booking option has been added, it can be adjusted via the drop-down menu using “Edit entry”, e.g. to change the price or the tax rate.

Fig. 4: Subsequent editing of added booking options

Corrections can also be made via the drop-down menu:

• Delete = the booking option is deleted and not displayed as canceled on the documents

• Cancel = the booking option is canceled and displayed as a canceled item on the invoice depending on the setting

3. Finalize processing and informing attendees

The invoice preview can be used to check the details on the invoice document before the invoice is finally updated:

• Is the payment method correct?

• Are the booking options, prices, price group & tax details correct?

• Are the personal details and billing address correct?

• You can edit the payment method and billing address in the invoice.

• If everything is correct, then update the invoice document (Fig. 5).

Fig. 5: Updating the invoice

Attendees are not automatically informed by email when new bookings and invoices are created or changed in the backend.

In the Booking info mail tab, you can trigger a booking info mail (contains a link to the booking confirmation) for the participants or an invoice info mail (contains links to the invoice document and the booking confirmation) for the invoice recipients in the invoice details. The persons receiving the invoice info mail and booking info mail do not have to be identical!

Creating a group booking

A group booking basically follows the same processes as an individual booking.

Create a new group booking

A (new) group booking follows the process described above. Before completing the booking and updating the invoice (step 3), the process is started again with additional participants.

In step 1, however, this time the new (not yet updated) invoice that has just been created is selected. The desired booking options are then added. This is repeated until all participants have been added. Finally, the invoice is updated.

Turn an individual booking into a group booking

This version also follows the process described above, but in step 1 the invoice to be made into a group booking is selected. The relevant invoice should only be updated after all participants (bookings) have been added.

Fig. 6: Select an existing invoice for the new booking

Additional information

• Change & edit invoice

• Organizing payments

• Canceling booking/ invoice