Create a booking manually from the back office when you're making a reservation on behalf of a customer — for example, one taken over the phone or by email. This guide walks you through the whole flow: entering the basic details, adding rooms and travelers, setting up the payment plan, and confirming the booking.
Permissions required: Bookings → Create
Where to find the button to create a booking
1. Go to Bookings (1) section
2. Click to New booking (2) button
Add the basic booking details
To start creating a booking, fill in the basic information:
Field | Description |
Tour | Select the tour |
Departure date | Choose the departure. |
Booker | Select an existing customer or create a new one. |
Currency | The currency the booking is priced in. Only shown when your organization has additional currencies enabled. Defaults to your base currency. |
Name, email, phone | Booker's contact details. These fields are only shown when creating a new customer |
You can also enable Send account invitation to traveler to invite the customer to set up their account (work only for new customers).
To check what they'll receive, find the Set Password email in in the article
Once completed, click Add to proceed to the full booking page.
Booking page
⚠️ Important
The booking page opens in Draft status.
Order
Click Add room to open the room dialog, then:
Pick the Room type (e.g. Single Room).
Set the Number of travelers and the Price per traveler. The price defaults to the room's price for this departure, but you can change it here.
The Travelers list shows one slot per traveler. On a new booking these start as Unassigned since no travelers have been added yet, so you can leave them and assign people later.
Click Add to save the room. Once the first room is added, the total booking amount is calculated.
You cannot confirm the booking until at least one room is added.
Travelers
You can add more travelers if needed using the Add traveler button.
When you add a traveler, the user sees the full checkout form, but for a back-office booking only 3 fields are required:
First name
Last name
Email
The remaining checkout form fields can be completed later by the booker in the customer portal.
Set up the payment plan
Once you've added rooms to the order, a payment plan is created and set to Full payment by default. You can set up a different plan in two ways:
Choose a preset plan from the ones available on the tour.
Add a custom plan with Add payment plan. Set the number of installments, then adjust the due dates and amount for each one. Turn on Auto-charge if you want installments charged automatically.
⚠️ Important
Once the booking is confirmed, you can't change the type of payment plan.
Add payment method
To add a payment method, click the ⋯ menu in the Payment Method section and select Add Payment Method.
How to confirm the booking
Click Confirm to finalize the booking and secure the spot(s):
If a payment method is saved, the deposit or full amount is charged automatically (based on your settings).
If no payment method is saved, the booker can pay through the customer portal.