The Booking Detail page

Opening any booking shows the detail page (/booking/:id), organised into tabs. The tabs that appear depend on the booking's status, your modules, and your permissions.

Booking detail overview tab

Who can access this: Requires the Bookings permission. Agency logins see a read-only view of their own bookings.

The action bar

The bar at the top holds every action that applies to the current booking. The main next step for the current status is shown as a prominent button (for example Reserve, Book, or Send); the other actions sit alongside it, with the less-used ones tucked under a ⋯ (more) menu. Buttons appear only when they are valid for the status and your role.

Action	What it does
Reserve	Turns an Inquiry or Waiting List entry into an Option / Hold.
Book	Confirms a hold, inquiry, or waiting entry into a Confirmed booking.
Cancel	Cancels a confirmed booking. You choose a reason, a cancellation date, and whether to apply cancellation terms or a fee.
Release	Frees an Option / Hold, returning the rooms to availability. Labelled Free Booking.
Resolve	Locks a finished or cancelled booking so it can no longer be edited. Blocked while payments are still open.
Reopen / Restore	Reverses a Resolve, or restores a deleted booking (admin).
Change Date/Room	Moves a resort stay to new dates or rooms (Travel date), or changes a reservation.
Change Cabin Assignment	Moves guests between cabins on a future vessel trip.
Rebook / Split	Rebooks a vessel booking onto another trip, or splits guests off into a separate booking.
Merge	Absorbs another booking on the same asset into this one — rooms, guests, charges, payments, and folios all move here.
Send / Voucher / Templates	Emails the guest or agency, downloads a voucher, or prints a document from a template.
Delete / Revert	Removes the booking, or reverts a rebooking/split (admin).

Warning: Cancel, Release, Delete, Split, and Merge change availability and money. Gurita asks you to confirm each one. A Resolved booking is read-only until an admin reopens it.

Reserve, Book, Release, and Resolve

These buttons move a booking through its lifecycle. Each one saves immediately.

• Reserve — on an Inquiry or Waiting List booking, turns it into an Option / Hold with an expiry date.
• Book — on a hold, inquiry, or waiting booking, sets it to Confirmed and takes the rooms.
• Free Booking (Release) — on a hold, frees it and returns the rooms to availability. On an inquiry it simply closes it.
• Resolve — on a finished, cancelled, or released booking, locks it. The button is disabled while any payment is still open; settle or write off the balance first (see Finance).
• Reopen — on a resolved booking, unlocks it for editing (admins, or staff with Bookings update on holds, inquiries, and released bookings).
• Restore — on a deleted booking, brings it back with its previous status (admin only).

Cancel a booking

Cancel a confirmed booking and, if you wish, apply a cancellation fee.

1. Click Cancel in the action bar.
2. Choose a reason: Customer or Owner (the owner option shows your company name).
3. Add an optional reason message.
4. Set the cancellation date.
5. Decide how to charge:
   • Tick Use terms to apply the booking's cancellation terms automatically, or
   • leave it off and enter a percentage or a fixed value as the fee (you can enter one or the other, not both), and optionally tick Include commission.
6. Click Save, then confirm.

The booking moves to Cancelled. Any fee flows through to the folio and invoice — see The Folio & Invoicing.

Cancel booking dialog

Note: By default you can cancel even when a payment is still open. Your company can require open payments to be settled first in booking settings.

Change Date / Room

Use this for resort bookings to move the stay to new dates or swap rooms. In the action bar it is labelled Travel date. It is unavailable once an on-site bill exists on the booking.

1. Click Travel date.
2. The dialog shows the current arrival, departure, and nights (read-only).
3. To move every room together, tick Use same date for all and set the new arrival and departure. To move rooms independently, leave it off and set a new date range per room.
4. For each room, pick a new room from the list (it shows free beds per room and refreshes as you change dates).
5. If the new dates break an allowed-days rule or the minimum stay, tick Ignore allowed arrival/departure or Ignore minimum nights (needs create or update rights).
6. Click Save.

Change date and room dialog

Warning: You cannot assign two of the booking's rooms to the same room when their dates overlap — Gurita marks the conflict and disables Save. Splitting one guest out to the same room for a later, non-overlapping stay is allowed.

Change Cabin Assignment

Use this for a vessel trip to shuffle guests between cabins across the whole departure. It is available on confirmed or planned bookings whose trip is still in the future, and also from the Trip Calendar and the trip page.

1. Click Change Cabin Assignment (a whole-trip cabin plan opens at /schedules/movecabin/…).
2. Cabins are grouped by type and deck, each showing its berths and current guest.
3. Drag a guest from one berth to another to reassign them. Lock a cabin with the padlock to protect it from changes.
4. The header shows NoOfPax (the total number of guests) and Assigned (how many are placed so far); Save turns on only when every guest is assigned to a berth.

Change cabin assignment (move cabins)

Tip: To change the cabin for a single guest on one booking instead, use Change Cabin on that room in the Guests tab.

Rebook a booking

Rebook moves a confirmed vessel booking to a different trip, cabins, or (for resort) different dates. The original becomes Rebooked and a new booking is created. On a planned vessel booking the same tool is labelled Change Reservation.

1. Click Rebook.
2. Choose how to price the new booking:
   • Update price (recalculate at current rates), optionally with Update add-ons, or
   • Use old price (carry the original price over).
3. Pick what to change:
   • Itinerary (vessel) — search for and select the new trip.
   • Cabin (vessel) — reassign guests to cabins. Filter with only same category, only available, and only without booking. Tick Rebook to create a fresh booking, or leave it off to just move guests within the trip.
   • Date range (resort) — pick new dates and rooms on the calendar.
4. Click Save.

Rebook dialog

Note: An admin can undo a rebooking with Revert in the action bar, which restores the original booking.

Split a booking

Split moves some guests off a booking into a separate one — useful when part of a group pays or travels separately. It needs more than one guest and does not apply to combination bookings.

1. Click Split.
2. In the left list, choose the guests who stay on the current booking; the right list shows the guests who move to the new booking.
3. Tick Split into two to create two brand-new bookings instead of keeping the original (the original then becomes Splitted).
4. Click Save.

Split booking dialog

Merge two bookings

Merge is the opposite of Split: it combines two bookings on the same asset into one. Typical case: a guest extends their stay or books again, and you end up with two bookings that really belong together — one guest, one bill, but two reservations. Merge absorbs the second booking into the one you are looking at.

The booking you have open is always the one that survives — it keeps its number, status, and contact person. The booking you select in the dialog is absorbed into it and becomes read-only.

Who can access this: Requires the Bookings update permission, and merging must be enabled in your company's booking settings.

Which bookings can be merged

Gurita only offers bookings that qualify. The dropdown shows every booking that meets all of these conditions:

Condition	Detail
Same asset	Both bookings belong to the same resort, vessel, or dive center. On a vessel, both must be on the same trip.
Status	Both are Inquiry, Option / Hold, or Confirmed — any mix is fine. The open booking's status wins.
Dates	The travel periods overlap, or the gap between them is at most 4 weeks (the exact limit is configurable per company).
Same currency	Both bookings are priced in the same currency. If the absorbed booking has on-site charges, the on-site currencies must match too.
Not a channel booking	A booking that came in through an OTA / channel manager cannot be absorbed (the channel would keep updating a dead booking). Merging into an OTA booking is allowed.
No special constructs	Full-charter and combination bookings cannot be merged, on either side. Bookings under different allotment contracts cannot be merged either — the same contract, or none, is fine.

If a booking you expected is missing from the list, one of the conditions above is not met — most often the date gap or the status.

To merge

1. Open the booking that should remain and click Merge in the action bar.
2. Under Booking to absorb, pick the other booking. Each entry shows its number, travel dates, number of guests, and status. If nothing qualifies, the list says "No mergeable bookings found".
3. Check the preview line (for example R-2024-018 → B-2024-005) — it reads absorbed → surviving.
4. Click Merge bookings.

Placeholder image03-dialog-merge.pngMerge booking dialog

What happens

• Everything moves to the surviving booking: rooms and guests, price lines, payments, on-site charges, and folios. Bank entries, guest forms, POS bills, transfer assignments, the dive-center guest list, and product stock records follow along automatically.
• The travel period becomes the combined span, but each room keeps its own original dates — so with two stays three weeks apart, the nights in between stay available for other guests.
• The guest count stays honest: a guest who appears on both bookings (an extended stay) is counted once, not twice.
• The price is recalculated under the surviving booking's terms of payment, so duplicate deposit lines are combined where possible. A line that is already on a folio is left untouched — tidy those up by hand on the Folio afterwards.
• The absorbed booking gets the status Merged. It keeps its documents and history for reference, but its rooms no longer count and its payments now show on the surviving booking.
• The Log tab on both bookings records the merge, with the other booking's number.

Warning: A merge cannot be undone — there is no Revert for it. Double-check the preview line before you confirm.

Note: Merged payments keep their history in Finance; the bank entries simply point at the surviving booking from then on.

Send, voucher, and templates

Send documents to the guest or agency, or print from a template. The document menu is labelled Invoice, Reservation, or Draft to match the booking's status.

• Send — opens the mail dialog. Pick recipients (the agency, booking contact, current user, and each guest are pre-filled), choose a mail template, attach stored documents, preview, and send. A copy is stored on the booking.
• Split invoice — appears in the document menu when a split-invoice template is configured; it produces one invoice per party.
• Print templates — download any configured template (voucher, confirmation, manifest, custom document) as a PDF.
• Voucher — one-click download of the voucher, on confirmed bookings where a voucher template is set.

Every document you generate is stored against the booking and can be re-sent later. The money detail behind invoices lives in The Folio & Invoicing.

Overview tab

The Overview tab (?tab=overview) is the booking's summary and the place to edit its top-level details. It opens with a stat band across the top, an optional combination banner, and a customizable grid of cards beneath.

Booking overview card grid

The stat band

Four tiles summarise the booking at a glance. Their labels follow the booking type — for a resort: Travel window, Nights, Guests, and a fourth, status-aware tile: an option / hold shows how long until it expires (from the hold's due date), while a confirmed booking shows the outstanding balance. Vessel and dive-center bookings show the trip-window or date-range equivalents.

The card grid

Everything else is a set of cards you can arrange to suit how you work:

• Reorder — drag a card by its handle to move it within or between the two columns.
• Remove — click the ✕ on a card to take it off your layout. The Reservation card is fixed and cannot be removed.
• Add back — use Add card at the foot of the grid to restore any card you removed.

Your arrangement is remembered per booking type — resort, vessel, and dive-center bookings each keep their own layout on this browser.

Editing is read-first: every field shows its value with a small pencil. Click the pencil to edit inline, then save (the disk icon) or cancel (✕) — nothing changes until you save. A field you are not allowed to change shows no pencil.

The cards, subject to booking type, your modules, and your permissions:

Card	What it holds
Reservation	The offer / reservation / booking number and the status dates (booking date, option expiry, cancellation date, and so on), plus links to any rebooked or split bookings. Its title follows the status — Offer, Reservation, Booking, Cancellation.
Commercial	Currency, display and on-site currency, terms of payment, bank, season, and minimum-nights handling.
Rooms / Cabins	The rooms or cabins on the booking (not shown for dive-center bookings).
Customer	The booking contact, the agency (with a change-agency dialog), the free-text booking reference, and the sales contact.
Travel	Tour, schedule, and asset details for the stay.
Assignment	Sales rep, booking owner, referral, category, and source.
Payments	An invoice-style overview: total, outstanding, deposit and final lines, and a paid-percentage bar.
Documents	Invoices, vouchers, and files on the booking — upload, create from a template, download, or delete.
OTA	Channel details, on bookings that came from an online travel agency.
Meta	Audit information (who created and last changed the booking), language, and the booking colour.
Todo	The booking's task list.
Comments	The internal comment timeline.

Note: This customizable card layout is the redesigned booking overview. Some accounts still see the earlier single-form version, which holds the same information; your administrator controls the rollout.

Combination bookings

A combination booking links two or more separate bookings — for example a resort stay before or after a liveaboard trip — under one umbrella so they act as one to the guest.

• The Overview tab shows a combination banner listing every stay in the combination, sorted by departure date so it reads as the guest's itinerary. Each stay is marked Master (the booking that carries the combined invoice) or Slave (a linked leg), and the booking you are viewing is highlighted. Click any other stay to jump straight to it.
• Depending on your settings, the linked bookings can share a category and source, and comments can be visible across the whole combination.
• The invoice can be produced for the combination as a whole.

To link bookings, open the Link action on a booking, choose the system connection, search for the other booking, and add it.

Combination booking link dialog

Guests tab

The Guests tab (?tab=customer, labelled Customer) lists every room or cabin and the guest in each bed. A red alert marks a confirmed booking that still has placeholder ("unknown") guests to replace. From here you can:

• Change customer — swap the guest in any bed, or create a new guest.
• Change Room / Change Cabin — move a whole room's guests to a different room or cabin.
• Change Date — set a different date range for one room (resort).
• Move guest — drag a guest from one bed to another.
• Remove a guest or a whole room.
• Check-In a room (see Check-in and check-out); a red No-Show marker shows on any guest marked as such.

Guest forms tab

The Guest forms tab (?tab=guestform) manages the online forms guests fill in before arrival (passport, dive certificates, and so on).

• See the status and completion of each form.
• Create a form for any guest who does not have one, or create all missing forms at once.
• Copy the form links to send to guests.
• Choose how forms are linked — per room/cabin or per booking — from Link guest form type.

See CRM & Customers for the guest form itself.

Transfers

Airport and dock transfers for a booking are planned from the Occupancy → Transfers planner (see The Occupancy planner) rather than on the booking page. Transfers require the Transfers module and the Transfers permission. Full detail is in Master Data — Commerce.

Documents, emails, and activity

• Documents & emails — invoices, vouchers, and printed templates generated for the booking are stored against it and can be re-sent from the action bar. The money detail behind them lives in The Folio & Invoicing.
• Comment tab (?tab=comment) — an internal timeline of notes. Each comment has a level: info (normal), important (flagged red), or remark (green). Create notes with the + button, optionally from a comment template, and link them to specific guests and rooms. You can edit or delete your own comments; admins (and staff with the right, where your company allows it) can edit any. The tab shows a count, red when an important comment is present.
• Log tab (?tab=log) — the full activity history: who changed what and when. Entries include check-in / check-out, payments added or removed, confirmations, room and guest changes, price-variant changes, source/category changes, no-shows, and resolve. Available to admins when booking logging is switched on.

OTA sync tab

When a booking came from an online travel agency, an OTA tab (?tab=ota) appears. It lists the raw updates the channel sent, flags any that failed with an error, and lets you Mark Resolved once handled. See OTA booking updates below and Settings & Administration.

Money tabs (covered elsewhere)

These tabs appear on the booking but are documented in other chapters, because they concern the bill and the bank:

• Calculation and Folios — the priced line items and the guest's folio; see The Folio & Invoicing.
• Billing (Onsite) — extras charged during the stay; see The Folio & Invoicing.
• Payments — money received and owed; see Finance.

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