Creating and managing bookings

Any staff member can create a booking. Open the wizard from Bookings → New Booking, or start from a customer's or pet's profile — the Book action there pre-fills the customer and pet for you.

The wizard walks through five steps: Location → Pets → Service → Schedule → Review. You can click back to any completed step to change it, and each step validates before you can continue, so you can't submit a booking the system would reject.

Step 1: Location

Each location card shows what you need before you commit: a cover photo, whether the facility is open right now, its opening hours, and today's load — the number of bookings today, how many are checked in, and how many are still pending — against its capacity. Pills on the card list the service categories offered there.

If your organisation has only one location, this step is skipped and the location is pre-selected.

Step 2: Customer and pets

1. Search for the customer, or create a new one inline.
2. Select one or more of their pets. You can register a new pet without leaving the wizard.
3. Booking for two or more pets? You can optionally give each pet its own service and its own schedule instead of sharing one.

Step 3: Service and extras

Pick the service type — cards show a "from" price and flag your most popular service — then add any extras per pet. Extras that allow multiples let you set a quantity. A live summary rail shows the running total as you build the booking.

Step 4: Schedule

Pick dates and times. The wizard checks them against the location's opening hours and tells you inline if the facility is closed that day, or if your times fall outside opening hours.

• Single-day services — pick one date, or select several dates on the calendar to create the same booking across all of them at once.
• Boarding — pick a start and end date for the stay.
• Transport — if the location offers pickup or drop-off, you can add it per day with the pickup and drop-off addresses.

Recurring bookings

Turn on the recurring toggle to repeat the booking:

• Weekly — pick the days of the week it repeats on, and how often (every week, every 2 weeks for fortnightly, and so on).
• Monthly — repeat on a day of the month (e.g. the 15th) or an nth weekday (e.g. the first Monday).

Every recurring booking needs either an end date or the ongoing option. You can skip individual dates from the preview before confirming — handy when the customer mentions a holiday. Recurring bookings can't be combined with per-pet schedules; choose one or the other.

Step 5: Review and payment

The review step shows the full order — customer, pets, service, schedule, and a cost summary with subtotal, any voucher discount, and the total including GST — next to the payment method:

• Pay by Card — the customer is sent to a secure online payment page after you confirm.
• Use Package Credit — spend credits from one of the customer's purchased packages. One credit covers one booking (see Package credits below).
• Pay Later — create the booking now; it's paid at the time of service or marked paid by staff.

Deposits

Deposits are configured per service type — your facility sets either a fixed amount or a percentage, or no deposit at all. When a service takes a deposit, the schedule step shows the estimated deposit before you reach checkout, so there are no surprises at the till.

Vouchers

Enter a voucher code in the Voucher Code field at review. A voucher applies once to the whole order, not once per booking. Missed it at the time? A Manager or above can apply or re-apply a code later from the booking's detail page, in the Voucher card.

Package credits

Choosing Use Package Credit lists the packages this customer has bought that still have credits left, haven't expired, and cover a service in the order. A package restricted to one service type only appears if that service is in the order.

Credits are spent one per booking, not one per order. An order for two pets on one day is two bookings and costs two credits; a pet booked across five recurring dates is five bookings and costs five credits.

If the order needs more credits than the customer has left, the wizard doesn't refuse it. Credits go to the bookings the package can actually pay for — a booking with something to charge, using a service the package covers — in the order those bookings appear: pets in the order you added them, dates earliest first. The ones no credit reached are created as Awaiting Payment instead of confirmed, so they show up in Bookings → Needs Action and still get billed. A booking that comes to $0 (a full discount, for example) consumes no credit and isn't left awaiting payment; a booking the package doesn't cover consumes no credit either, so a later covered booking can still get one.

A package restricted to one service type only pays for the bookings using that service. On a mixed-service order, the other bookings land as Awaiting Payment.

If the package has no usable credits left by the time you confirm — someone else spent them, or it expired while the wizard was open — and the order has at least one booking with something to charge, the whole order is refused with "No valid credits available for this purchase" and nothing is created. Pick another package or another payment method and confirm again. An order where every booking already comes to $0 needs no credit, so it goes through regardless.

Vaccination check at review

If a pet's verified vaccination records aren't current, the wizard acts on your organisation's vaccination policy: it warns you, requires an override reason before you can confirm, or blocks the booking outright. Your facility sets which of these applies. Only verified records count — an uploaded-but-unverified certificate won't clear the gate.

Cancelling the rest of a series

Only Managers and above can cancel bookings. To end a recurring series:

1. Open any booking in the series from Bookings.
2. Choose Cancel Future Bookings.
3. The sheet lists every upcoming booking in the series with its date, pet, location and amount. All are selected by default — untick any the customer is keeping.
4. Confirm. Paid bookings are refunded automatically.

If a batch only partially completes, the sheet stays open with just the bookings that couldn't be cancelled still selected, so you can retry exactly those.

What's next?

• Booking statuses, check-in rules and payments
• Using the scheduler
• Booking cut-offs and date blocking