Create a booking by hand

A booking is one guest on one date: either a fun dive on a departure slot, or a course with a start date. Guests can book themselves through your online booking page; this article covers the bookings you type in yourself.

Create the booking

1. Open Bookings in the sidebar and press New booking.
2. On the Customer step, search for an Existing customer, or switch to New customer and enter their first name, last name, email and phone. A new customer is created together with the booking. For a family or friends, press Add another person and add each further person under Also booking for: Existing customer searches your customers, New person takes a first name, last name and email, then Add person. For someone without their own address, tick Same email as to use the first customer's. Each person is listed with their email and gets their own booking on every date. Press Continue.
3. The top of the next step shows who the booking is for; Change goes back to the people. Choose Fun dive or Course.
4. For a fun dive, pick the Date and the Departure slot. When several boats sail on that departure, each is listed with its time, dive sites and free seats: leave Any boat to seat the guests later, or pick a boat to book them on it. With one boat, a short summary shows the boat, its time, dive sites and free seats. Add another date adds a further date and departure for the same people, each with the same choice of boat. For a course, pick the Course template and the Course start date, which hold for everyone.
5. If the guest dives on nitrox, tick the Nitrox card (Diving on nitrox). On a fun dive it shows its price per dive if you may see prices. The card only appears while We offer nitrox is on under Settings, Dive centre. The trip page and the departure board then show an EANx chip for them.
6. If the guest needs rental gear, open Equipment and add what they need. Sizes are prefilled from the customer's profile. Rental gear in the dialog applies to a single booking; with several people it is added on each booking afterwards. Gear your dive center includes in every fun dive, such as a tank, is not in that list: a fun dive shows it as an Included in every dive row per category, at the customer's profile size where the profile has one for that gear, else the standard size, with a size choice when the category has several sizes and a Brings own switch. With several people the row holds for everyone (Same for everyone) and shows the standard size; switch that off to pick a size or own gear per person: the first customer then starts at their profile size and the other people at the standard size shown. What you leave untouched is not sent: the booking then takes each person's profile size when they have one, else the standard size. A course shows no such row.
7. Press Create booking. With several people or dates the button counts them, for example Create 6 bookings, and the line beside it sums them up, for example "3 people on 2 dates". The buttons stay at the bottom of the dialog while you scroll.

The booking gets a number and starts as Reserved. Each booking holds one guest on one date. With several people or several dates, DivePilot creates one booking per person and date in one go and ties them together under a GR number such as GR-0004: a family of three on two days is six bookings. At least two bookings are needed for that, and one go holds at most 30 people, 30 dates and 200 bookings. A date and departure cannot be listed twice. The seats left are shown per boat as a warning only: you can book past them, as before. Rental gear requests are added on each booking afterwards; gear included in every fun dive is set in the dialog. See Bookings made together.

Note: A booking you create by hand never emails the guest. Only bookings made through the online booking page trigger the guest emails.

Put the guest on a trip

A fun dive booking is confirmed by seating the guest on a boat trip:

1. Open Boat trips and the trip for that date and departure.
2. The booking appears under Unassigned bookings. Drag it onto a group in Dive groups, or tap it and choose a group under Assign to group. A booking you put on a particular boat waits only on that boat's trip; one left on Any boat waits on every boat of its departure.

Seating the guest switches the booking to Confirmed. Taking them out of the group again keeps it Confirmed, waiting under Unassigned bookings for a new seat. You can also press Confirm on the booking itself without seating anyone, for example when the trip is not planned yet.

A course booking is confirmed by enrolling it from Pending bookings on the course page. A course booking you confirmed with Confirm stays under Pending bookings and can still be enrolled. If a course booking is still not enrolled three days before it starts, DivePilot reminds you with a Course booking needs enrolment notification.

The life of a booking

Only bookings seated on a trip or enrolled in a course complete by themselves. A booking that was confirmed by hand but never seated stays confirmed until you change it.

The booking page

Open a booking to see its number, date and departure, the customer, the trip or course it belongs to, and any equipment requests. Requests can be turned into a rental with Fulfill. The actions at the top are Confirm, Edit, No-show, Cancel and, for a cancelled booking, Restore.

Find a booking later

The Bookings list searches by name or booking number and filters by type, fun dives or courses, and by status. No-show bookings are not in the status filter, so search for those by name.