Several bookings can be made in one go: several people, several dates, or both. Each person still has one booking per trip or course, with its own number, status, seat and check-in. What is new is the link between them: a number such as GR-0004 that ties them together, the person who booked, and actions that work on all of them at once.

One person on one trip is a normal booking with nothing tied to it, as before.

How it arrives online

On your booking page a guest can set Number of people under Who's coming?, add several trips, and untick the people who skip a trip under Who's going?. The person booking fills in their own details in full; every other person gives a name, a language, an email (the guest can tick Use my email to give their own) and every field your Customer form marks as Required. How many people and dives one booking may hold is set in the Group and multi-dive bookings card, see Turn on online booking. When you offer equipment online, each person also picks the size of the gear included in every fun dive, and a button such as Same as Anna gives a person the same choices as an earlier one.

What you get:

  • one customer record per person, each in the new registrations queue;
  • one booking per person per trip or course, all Reserved and Booked online;
  • one request per person for a number of dives, if the guest asked for that; see Schedule requested dives;
  • one New online booking notification for all of it.

It is all or nothing: nothing is booked unless every trip has room for everyone ticked on it. If one trip lacks room, the guest is asked to change it.

Book several people at the desk

  1. Open Bookings and press New booking.
  2. Pick the first customer and press Add another person. Under Also booking for, add each further person: Existing customer searches your customers, New person takes a first name, last name and email, then Add person. Every new person needs an email; for a child or anyone without their own, tick Same email as to use the first customer's address. The people you added are listed with their email and can be removed again. Press Continue.
  3. The top of the next step shows everyone the booking is for; Change goes back to the people. Choose Fun dive and pick a Date and Departure. When several boats sail on that departure, each is listed with its time, dive sites and free seats: leave Any boat to seat everyone later, or pick a boat to book them all on it. Add another date adds the next date, with the same choice. For a course, the template and start date hold for everyone.
  4. Press Create booking. The button counts what it will create, for example Create 6 bookings, and the line beside it reads, for example, "3 people on 2 dates".

DivePilot creates one booking per person and date in one go and ties them together. It needs at least two bookings for that, and one go holds at most 30 people, 30 dates and 200 bookings. The same date and departure cannot be listed twice. The seats left are shown per boat, as a warning only: your team can book past them, as with a single booking. Bookings put on a particular boat wait on that boat's trip page to be seated; bookings left on Any boat wait on every boat of their departure. Rental gear requests are added on each booking afterwards. Gear included in every fun dive is set in the dialog: one row for everyone (Same for everyone), or a size and Brings own per person, where the first customer starts at their profile size and the others at the standard size shown. A person you leave untouched gets their own profile size on the booking when they have one. Bookings you create at the desk send no guest emails, as before.

The Booked together card

Every booking made together shows a Booked together card on its page. It holds:

  • the GR number;
  • Booked by, the person who booked, or "The person who booked is no longer on record" once that customer was erased, with Pays for everyone beside it when the guest ticked I pay for everyone;
  • how many people and departures the booking has, and how many of its bookings are confirmed, with a bar that fills as they are;
  • every departure, by date, departure and boat, with everyone booked on it and their status. The booking you are on is marked This booking; any other opens its own page. Cancelled bookings are dimmed. From the fourth departure on, the rest opens with a button such as Show 2 more departures;
  • Requested dives, the requests for a number of dives that belong to it.

From the card:

  • The confirm button counts the reserved bookings, for example Confirm 4 bookings, and confirms them all. It shows only while there is something to confirm. Online guests get one confirmation per email address, with a calendar entry for each booking.
  • Cancel all sits in the ⋯ menu at the top of the card. It cancels every reserved, confirmed and checked-in booking and every open dive request, after a confirmation. Divers already placed on a trip are taken off it. Course bookings that came from an enrolment are skipped; manage those from the course. Online guests get one cancellation per email address.
  • Add departure books more trips for people of the booking, for example another day for the whole family. Under Who goes everyone starts ticked, the person who booked marked Made the booking; Clear and Select all switch everyone at once. Pick a date and a departure: as in New booking, several boats are listed with their free seats to pick one or leave Any boat, and a single boat is shown as a summary. The button counts what it adds, for example Add 4 bookings. Bookings added to one that was made online count as online too, so the guest gets the usual confirmation. There is no size choice here: the new bookings get the gear included in every fun dive at each person's profile size, else the standard size; change it on a booking's page if needed.

Seating, moving and checking in stay per booking: seat each person on their trip as usual, see Confirm a booking and seat the guest.

Emails

Everyone booked online has an email address: for a person without one, the guest ticks Use my email, so a family often shares one address. Each email address gets one email for what concerns it, so a family on one address gets one "We received your booking …", not one per person or per trip. If you later remove a person's address, their emails go through the person who booked, with their name in them: the received email, confirmations, changes, cancellations and the pre-trip details check. The grouped confirmation and cancellation go to bookings made online only. See Emails your guests receive.

Find them again

Search the Bookings list for the GR number to list all its bookings. Each row carries a small chip, Booked together with the number, in its tooltip.

Courses

Several people can book the same course together; each needs a free place under the course's Max students. On the course's Roster their bookings sit together under Pending bookings with Enrol all. Each enrolment runs its own checks, so someone without the required certification is listed under Not enrolled with the reason while the others are enrolled. See Enrol students.

Who pays

When the guest ticks I pay for everyone online, or you switch on Anna Berg pays for everyone on the Booked together card, every companion's charges land on the bill of the person who booked, each line under its own person. See Bills.

  • A deposit for bookings made together online is paid by the person who booked, in one payment, and each booking's part lands on the bill that booking's charges go to: the lead's bill with I pay for everyone, each person's own bill otherwise. See Deposits for online bookings.
  • Switching it on forwards the companions' open bills to the lead's bill, and replaces a Bill to you set by hand to another companion. A companion billed to someone outside the group keeps that Bill to, and the message says how many did. Switching it off stops only the forwardings to the lead.
  • Switching it on also moves the charges already on the companions' bills to the lead's bill, with what they paid as credit, as Bill to does; that needs the permission Void and correct charges, without it they stay. When bookings are added to the party later, a companion newly billed to the lead takes along only charges of the party's bookings, never charges from outside the group, and only for a user with Void and correct charges (a party booked online always does); merging customers moves none. Switching it off moves nothing back: lines stay where they are.
  • People added later, with Add departure or a booking scheduled from a request, follow the setting.
  • When the person who booked is no longer on record, the switch is refused.
  • It needs the permission Add charges.

Good to know

  • Cancelling or changing one booking leaves the others as they are. Cancel all applies your cancellation policy to each booking on its own.
  • Merging the person who booked into another customer makes the surviving customer the one who booked. Their dive requests move too.
  • The GR number only keeps bookings together. It holds no money of its own: there is no party bill and no party balance on the card. Prices and the estimate are per person, see The price list, and each person's charges sit on a bill, see Bills.

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