Managing bookings

Header count — total bookings matching your current filter shown as a grey pill next to "Bookings".

Search bar — type a booking reference, customer name, or email. Results filter as you type and combine with the active status tab.

Status tabs — All · Approval · Pending · Confirmed · Completed · Cancelled · Declined. Scrolls horizontally on narrow screens. Switching tab resets to page 1.

Table columns — Ref · Boat · Customer + email · First date · Guests · Payout · Status · View link. Shows 20 per page.

Mobile cards — on screens under 640px the table is replaced by tap-able cards showing the same information in a stacked layout.

Policy panel — a collapsible panel above the search bar summarises your active cancellation and approval policies.

Awaiting approval (amber) — client submitted, payment authorised but not charged. You must act within your approval window.

Pending (grey) — booking exists but hasn't reached a final state. Typically transitional.

Confirmed (blue) — payment captured. Crew can be assigned, boarding details edited, reschedule can be requested.

Completed (green) — charter has taken place. Invoices can now be generated.

Declined / Cancelled (red) — declined by operator, or cancelled by either party after confirmation.

← All bookings — breadcrumb link back to the list.

Booking reference — unique alphanumeric code in monospace font. Used on all emails, PDFs, and invoices.

Vessel name — large serif display below the reference.

Status pill — colour matches the list view. Always visible top-right.

↓ Export PDF — downloads a crew-ready booking brief as PDF. Available on all bookings.

Reschedule — only on confirmed bookings. Opens the reschedule modal.

🧾 Generate Invoice — only on completed bookings without a submitted invoice. Replaced by "✓ Invoice submitted" badge after submission.

When it appears — only on "Awaiting approval" bookings where the window hasn't expired. Appears below the page header in amber.

Approval window — shows the exact expiry datetime. Set per vessel in vessel edit (default 24h). Payment is authorised but not charged yet.

✓ Approve booking — confirms and charges the client. Sends them a confirmation email immediately.

✗ Decline — rejects the request. No charge made. Client is notified and the payment authorisation is released.

Expired window — the amber banner is replaced by a red notice when the window passes. The booking auto-declines shortly after.

Charter date slots — one card per date. Shows full date, start/end time, duration, slot subtotal, and the two anchor locations for that slot.

Slot pickup / dropoff (your anchor) — the departure and return wharf set when the calendar slot was created.

Customer boarding panel — shows the specific pickup and dropoff the client requested, the pickup time, and any customer notes from checkout.

Edit button — opens an inline form to update pickup location, dropoff location, and start time for the first slot.

✓ Save & notify all parties — automatically emails the client, assigned crew, and all service providers with the updated boarding details.

Separate from customer boarding — the provider meeting point may differ from the client's pickup location. Set this for your catering, F&B, and service partner staff.

Wharf / meeting point — name or address. If not set, defaults from the vessel's berth settings.

Google Maps link — optional URL shown as a clickable 📍 link and included in provider emails.

Provider arrival time — minutes before charter start providers should arrive. Overridable per booking.

✓ Save & notify providers — emails every service provider on the booking. The notice shows the count of providers who will be emailed.

Priced add-ons — show the add-on name and line total. Included in the financial summary.

Request add-ons — items where no fixed price applies, labelled "Requested — contact customer to confirm". Show "—" in the total column.

F&B items — each shows the dish name, charge type, qty, line total, and the catering provider's name, email, and phone so you can contact them directly.

Service partners — name, category, notes, your operator cost, and the client-facing charge. Per-head charges show the full calculation (e.g. $50 × 20 guests = $1,000).

Early access providers — vendors who need vessel access before the charter (decorators, caterers setting up). Shown in a separate section with contact details.

Charter hire — the base slot price after your seasonal multiplier is applied.

Add-ons / Security / Early Access — each appears as a separate row when applicable. Security shows guard count and hours.

GST (10%) — included in the breakdown for your records.

Customer paid — the total amount charged to the client's card.

Your payout — highlighted in blue. This is what you receive after platform commission.

Promo code — green row showing the code and discount amount or free item if one was applied.

Refund — red row if any amount was returned to the client.

Payout schedule — below the payment card, shows the timing of your deposit vs. balance payouts.

Customer card — guest name (clickable email), phone, guest count, and event type in the right sidebar.

Returning client badge — green card shows how many previous bookings this customer has made with you. First-timers see a grey "First-time client" card instead.

Timeline — ordered list of key events at the bottom of the main column. Grey dot = pending, blue dot = completed, red dot = cancelled/declined. Each shows a label and timestamp.

Availability — crew card only appears for confirmed and completed bookings.

Staff list — each assigned staff member shows name, role badge (dark navy pill), and acceptance status in colour-coded text.

+ Manage Crew — opens the CrewAssignmentModal. Shows your staff pool filtered by eligibility (licence level, boat length). You can set a pay rate for this specific shift.

Remove ✕ — removes a staff member from this booking slot immediately.

When available — "Reschedule" button appears in the header only on confirmed bookings. Replaced by a "✓ sent" confirmation once dispatched.

Reason field — optional free text explaining why you need to reschedule (e.g. bad weather). Included in the client email.

What the client receives — an email with a secure link to choose a new date and time.

Original booking stays active — the booking remains confirmed until the client picks a new slot. If they don't respond within 48 hours, original dates stay in place.

ABN required — you must set your ABN in Settings → Business Details first. The button will alert and refuse to proceed without it.

Invoice A — Charter Hire — always generated. Covers the hire fee with GST breakdown. Shown with blue label.

Invoice B — Add-ons & On-Board Items — only appears if there are operator-owned items on the booking. Shown with green label.

↓ Download PDF — each invoice has its own button. Downloads a formatted A4 tax invoice with your business name, ABN, and GST breakdown.

✉️ Send to Admin — submits both invoices for payout processing. One-way action — invoices cannot be edited after submission.

After submission — the Generate Invoice button is replaced by a "✓ Invoice submitted" green badge.

Always available — the ↓ Export PDF button appears on all bookings regardless of status.

Not a tax invoice — this is an operations/crew document. For payout invoices, use the 🧾 Generate Invoice button instead.

Contents — booking ref, vessel name, charter date/time, slot pickup/dropoff, customer boarding requests, guest info, add-ons, provider wharf + Maps link, F&B items with provider contacts, service partners with costs, financial summary.

Footer — every page is stamped "Staff copy — no pricing" with the booking reference and page numbers.

Filename — downloads as booking-BMW-9281-staff.pdf.