Bookings
A booking is a trip: a customer, dates, a starting lake, and one or more boats. Everything else in the app — deliveries, quotes, payments — hangs off it.
The booking lifecycle
| Status | Meaning |
|---|---|
| Pending | A booking awaiting your review — online (review mode) or an email hold. Boats are held; deliveries aren't scheduled until you approve. Bookings in the nav shows how many are waiting. |
| Confirmed | On the schedule. Boats reserved, deliveries planned. |
| Active | The trip has started — boats are on the water. |
| Completed | Boats returned. Done. |
| Cancelled | Called off. Boats released, deliveries removed, deposit refunded per policy. |
Creating a booking (staff)
Bookings → New, or straight from the grid:
- Enter dates, starting lake, party size, and experience level.
- The app suggests boats that fit — right capacity, free on those dates, preferring experience match and lakes that cut delivery driving. You can accept the suggestion or pick boats yourself.
- A quote builds live as you go: daily rate × days, delivery fee for each boat that is not already at the start lake, tax, total, and the deposit due. Delivery and Pickup tick themselves from the hulls; you can override — an amber note stays on the box. The quote you see is exactly what's stored.
- Attach a customer (existing or new) and save. The deposit step is next: record cash or terminal there. Done does not take the payment — it leaves after the deposit is on the booking. Skip for now leaves it unpaid.
If Ask is on (Settings → Advanced), you can talk that same trip from any page and it fills this form. From the grid (desktop) it fills the side panel instead of opening this page. Drag the chat aside if it covers the form. You still Save. See Ask (OutfitterAI).
On edit, the boats already on the trip count as free for that booking’s recommendation. They stay ticked until you tap Use recommendation. If Ask named hulls, those stay ticked too — even when they are a bad fit — until you tap Use recommendation.
During the trip
- Start trip marks boats out; return brings them back, per boat, with a condition note (good / damaged / missing) so problems are recorded at the dock, not remembered later.
- Every booking keeps a history — each edit is snapshotted, and you can revert a booking to an earlier state if a change was a mistake.
Cancelling
Cancelling releases the boats and removes any scheduled deliveries. If a deposit was paid by card, the refund policy applies automatically:
- Customer cancels 7 or more days before the start date → full deposit refunded to their card, no action needed from you.
- Inside 7 days → the deposit stays with you (many outfitters offer credit manually).
- You cancel or decline the booking → the customer is always refunded in full, regardless of timing — they did nothing wrong.
Every payment and refund is recorded on the booking's payment history.