4 simple steps to manage your online bookings
Now that you’re live and you have the calendars displaying on your website, you need to know what to do when bookings start coming in. Below is a step-by-step guide of how to manage your bookings when they have been submitted via your website.
When you get a booking online you will first of all receive an email notification with a booking summary (this is a copy of what the guest is emailed).
Once you receive this, you can log into your SuperControl account. Here you will see the booking displayed in bold and a flashing alert at the top of the page.
To view the booking, go to Bookings > Payment reminders and scroll down to the "Recent bookings" section.
Click on the booking number or click "View" to open the booking. This is your opportunity to make sure the booking is acceptable. The main part of the booking to check over is the booking details (to the right of the booking page).
The booking is set to provisional until a payment is made, then the system will automatically change the status to confirmed. Your guest does not see this status change until they are sent a booking confirmation email so you still have the freedom to decide if you want to accept it.
It is important to check the method of payment at this stage, to check whether a deposit has been paid. First check how the guest has said they are going to pay.
Note: if you use an online payment processor the deposit can be taken straight away. However, for card payments taking the deposit automatically is an optional choice. To set this up go to Admin > General details (see How do I set up the general details page?). We recommend, to avoid unnecessary charges by your merchant provider, that the deposit is taken automatically.
Online payment gateway - HolidayRentPayment, SagePay, Secure Trading, PayPal
Under Customer payments (in the booking), look for a reference number to see that the money has been successfully taken. For further details see What is Holiday Rent Payment?
SagePay and Secure Trading
In the booking, open the Customer payments tab to see whether the deposit has been successfully taken. Next to the transaction there will be a SagePay/Secure Trading reference number. The reference number shows that the payment was successful.
In the booking, under the Customer payments tab you can see if a transaction has been made with PayPal. During the set-up process please let the support team know if you are planning to use an online payment processor, and if so which online processor, so it can be set-up for you in advance of bookings being placed.
Bank transfer. Cash, or Cheque
To manually mark off a payment, at the bottom of the page go to the Customer payments tab. Here you can tick if the deposit has been paid or mark off that the balance has been paid. This applies only to payment via cheque, cash, or bacs.
For LITE users, under the History and Correspondence tab, you can just click the "Send email" button to send the booking summary only. You can also add text into the booking summary within the customer Comments box.
For PLUS or AGENCY customers you can send the booking summary with a form letter by selecting to "Append summary to text" or "Insert text into Summary".