Manage an activity booking

Open an activity booking to set its time, update notes, mark it started or completed, bill it, change its customer messages or cancel it.

In the sidebar, open Operations, then Schedule. Press Filters, set the type filter to Activity, then press Open on a booking's hover card, or switch the Schedule to List. The booking opens at an address starting with /activities/ and the page heading reads Activity booking.

Before you start

Your admin has to give your role permission to read bookings to open one, permission to change bookings to edit it, and permission to cancel bookings to cancel it. Controls you lack are greyed out or missing.

Steps

To give a booking its day or time:

1. A booking with no day shows Set date; one with a day but no time shows Change date and Set time at the top.
2. Press the button and choose the day or time in the dialog that opens. It works the same as from the calendar; see Set a booking's date or time.

To update the notes:

1. Under Description and notes, change the Description (internal, never shown to customers) or the Operations notes for whoever runs the session.
2. Press Save details.

To mark how it went:

1. Under Status, pick Started, Completed or No show.
2. Press Save status.

To cancel:

1. Press Cancel booking at the top. Cancel activity booking opens.
2. Pick a Reason category and add a note if Nova asks, then press Cancel booking. The seats go back to the session.

What you see

• Booking details shows the offering, the account (a link to it), Status, Start, End, Party size and Conflicts. A booking without a time shows Time TBD as its end.
• Assignments lists the seats, guides and equipment the booking holds.
• Operational line items lists extra charges; Add line item adds one.
• Customer messages has switches for this booking's confirmation, reminders and change messages (they save as soon as you change them) and lists what is coming up and what was sent. Automation details opens the booking automation hub (see Review lodging, rental and activity automation).
• Billing drafts turns the booking into a quote or invoice with Create quote draft or Create invoice draft; Billing summary shows charges, invoices, deposits and payments, with Collect payment.
• The billing summary includes documents linked through an individual booking line, even when one document covers several bookings. The billable-item list shows only this booking’s items.
• Workspace holds notes and files; Booking checklists has Create booking checklist.
• New activity booking at the top starts another one.

If something looks different

• A booking that repeats shows a Series box. Use Edit this occurrence or Edit this and future to change the time, then Save changes; use Cancel this occurrence or Cancel this and future to cancel. Cancel booking is not shown on a series.
• A one-off booking that already has a time has no time fields here. Press its chip on the Schedule to change the time.
• Party size cannot be changed on this page.
• Discard draft shows instead of Cancel booking: the booking is still a draft. Discarding removes it from the schedule and keeps it in the history.
• Older offering configuration appears: the offering changed after this was booked. Time changes are locked until someone presses Migrate booking; notes can still be saved.
• Override conflicts? opens when you save a new time: it clashes with something already booked. Fill in the Reason category and Business explanation if Nova asks; Override & save keeps the time anyway.
• The Booking number field is locked: it can only change while the booking is an internal draft.