Order Detail

When you open an order, the detail view organizes everything into tabs. Each tab focuses on one aspect of the order so you can find information quickly and take action without switching contexts.

Overview Tab

The Overview tab is your command center for the order. It brings together the most important information from every other tab so you can assess the order's state at a glance.

Attention Items

A Needs your attention panel at the top highlights urgent issues and upcoming deadlines. Items are color-coded by severity:

• Urgent (red) -- Overdue payments or critical issues requiring immediate action.
• Action (amber) -- Upcoming deadlines such as payments due within a few days.
• Heads-up (blue) -- Informational items like imminent departures or trip progress.

You can send a payment reminder directly from an overdue payment item without navigating away.

Readiness Breakdown

Below the attention panel, an expandable readiness breakdown shows three scored factors: payment collection, participant information, and traveler questions (when applicable). Each factor has a percentage and progress bar. Click any factor row to jump directly to its tab.

Payment Summary

A visual progress bar shows how much of the order price is covered. The summary includes the total price, group coverage (if any), promo code discount (if applied), amount paid, and remaining balance.

Bookings Preview

A compact list of all bookings with their type, name, dates, and status. Click any booking to go to the Bookings tab.

Participants

The participants section lists all travelers with their type (adult, child, infant) and completion status. Click to visit the Participants tab.

Journal Preview

The four most recent journal entries appear here with author, timestamp, and text. Click View all entries to open the full Journal tab.

Important Dates

A sidebar card consolidates key dates with relative time descriptions and urgency indicators:

Customer Portal Links

Direct links to the customer portal pages (Overview, Payments, Participants, Questions) let you see exactly what your customer sees or share the link.

Labels

Assign color-coded labels for organization and dashboard tracking. Changes save automatically.

External References and Record Locators

View and manage external reference codes (Amadeus PNR, e-tickets, record locators) and supplier-specific record locator codes. See External References and Record Locators for details.

Notes

Two note fields are accessible from the overview:

• Internal notes -- Visible only to your staff. Use for operational reminders or supplier instructions.
• Public notes -- Included in customer-facing communications and the portal.

Deposit Settings

Configure whether customers can pay a deposit, the deposit amount, full payment deadline, and whether partial payments are allowed after the deposit is met. These inherit from workspace defaults but can be overridden per order.

Bookings Tab

The Bookings tab manages all line items in the order. Each booking represents one product or service the customer is purchasing.

Adding a Booking

You have three methods:

1. From Trip -- Select a product already configured on the linked trip. Price is calculated automatically based on participants and duration.
2. From Inventory -- Pick a product from your inventory catalog. Pricing adjusts based on participants, dates, and variant selection.
3. Create Manually -- Enter all details from scratch: product type, name, dates, supplier, and price.

For all methods, you choose which participants to assign. Changing the participant selection recalculates the price for trip and inventory products.

Booking Row

Each row displays:

• Visibility indicator (whether customers can see it on the portal)
• Product type icon and name
• Dates and duration
• Confirmation status
• Assigned participants (avatar initials)
• Price

Expand a row to see per-participant details including seat assignments and individual pricing.

Booking Groups and Reordering

Organize related bookings into named groups for complex orders. Drag and drop lets you reorder bookings and groups:

• Reorder within a group -- Drag a booking vertically to change its position within its current group.
• Move between groups -- Drag a booking from one group into another, or into the ungrouped area.
• Remove from a group -- When groups exist, a "Drop here to remove from group" zone appears during a drag so you can move a booking out of its group.
• Reorder groups -- Drag entire booking groups to change their display sequence.

Layout changes save automatically when you drop. The layout is stored per workspace, so all team members see the same booking order.

Seat Assignment

For products with a seating layout, assign specific seats to participants from a visual grid. The panel shows color-coded seat status: available, reserved (hover to see who), blocked, exit row, and window positions.

Booking Actions

From each booking's action menu:

• Edit booking details (dates, price, supplier, status)
• Change participant assignments
• Set client messages (visible to customers) and supplier messages
• Toggle portal visibility
• Add or manage file attachments
• Delete the booking

Price Overrides

When a booking is linked to a trip product or inventory item, the system calculates its price automatically based on the assigned participants, dates, variant, and quantity. This calculated price is the anchor -- it updates whenever you change any of those inputs.

Sometimes you need to charge a different amount. The pricing panel lets you toggle Override price to enter a custom price that differs from the calculated one. When you override:

• You enter the price you want to charge and a reason (required). For example: "Returning customer discount" or "Supplier quoted a different rate."
• The panel shows both the calculated price and your override side by side, with the difference highlighted.
• The override and its reason are recorded on the order timeline so your team can see why the price was changed.

If you later turn off the override, the booking snaps back to the current calculated price. Overrides apply only to trip and inventory bookings -- manually created bookings have no calculated anchor, so you set their price directly.

Booking Changelog

Every booking tracks a changelog of significant events. Each time a booking is added, updated, or cancelled, a changelog entry is created with a unique reference code, a summary of what changed, and a record of who made the change and when.

The changelog feeds into supplier reports, where you can generate reports that list all booking changes for a given supplier within a date range or trip. This gives suppliers a clear record of additions, modifications, and cancellations without requiring them to access your system.

Discounts and Markups

Add special booking types:

• Discount -- Percentage or fixed amount reduction
• Markup -- Additional charge

These appear as separate line items in the bookings list.

Quantity Multiplier

Some trip products support a quantity stepper. The total price equals the per-unit price multiplied by the selected quantity. A badge (e.g., "3x") shows on the booking row when active.

Payments Tab

The Payments tab tracks all money received and refunded on the order.

Payment Summary

At the top, a sectioned breakdown with a visual progress bar shows coverage by paid amounts, group coverage, and promo discounts. Five columns display: Price, Group covered, Promo code, Paid, and Balance.

Recording a Payment

Click Add Payment to record a manual payment. Enter the amount, date, and payment method. Online payments from Stripe, Teya, Rapyd, or Straumur appear automatically.

Payment Actions

From each payment's action menu:

• Refund -- Record a partial or full refund. The effective amount updates automatically.
• Transfer -- Move a payment to a different order. A preview shows how both orders' balances change before you confirm.
• Assign participant -- Link the payment to a specific traveler. A preview panel shows each participant's balance impact before confirmation.
• Deliver receipt -- Send a payment receipt email with optional attachments (booking documents, order PDF, invoices).
• Manage receipts -- Issue, download, or void numbered receipt documents.

Receipts

Receipts are immutable, numbered proof-of-payment documents. Each successful payment can have one active receipt at a time. From the Manage Receipts panel:

1. Issue -- Creates a numbered receipt capturing payer and payee details.
2. Download PDF -- Save the receipt document.
3. Deliver via email -- Send using a configured email action.
4. Void -- Mark as void if issued in error. The number is preserved.

A receipt requires the order to have a linked client.

Participants Tab

The Participants tab manages all travelers on the trip.

Participant Details

For each participant you can enter:

• Full name, date of birth, gender
• Email and phone number
• Nationality and address
• Passport details (number, issue/expiry dates, issuing country)
• Unique ID (national identification number)
• Notes (public and internal)
• File attachments

Participant Types

• Adult -- Standard traveler
• Child -- May qualify for reduced pricing
• Infant -- Often free or minimal cost

Roles

When used with group coverage, participants can be assigned a role:

• Member -- Full group member, always eligible for coverage
• Guest -- Companion traveler, may be excluded depending on coverage policy

Completion Tracking

Each row shows a completion badge: green checkmark for complete, orange warning for missing required fields. Hover over the warning to see which fields are missing. Required fields are determined by workspace and trip configuration.

Primary Contact

One participant must be marked as primary contact. This person receives all order communications and must have an email address.

Deleting a Participant

A confirmation dialog shows all affected bookings with price-before and price-after comparisons, plus the order total change. If removal would leave bookings empty, you choose to keep or delete the empty bookings.

Invoices Tab

The Invoices tab generates and manages invoices for the order.

Creating an Invoice

1. Click Create Invoice
2. Set the invoice date (defaults to today)
3. Choose the PDF language
4. Optionally enter a customer reference (e.g., purchase order number)
5. Optionally add notes
6. Click Create

Each invoice gets a unique number from your workspace's fiscal sequence. It captures a snapshot of the order at that moment -- later changes require a new invoice.

Invoice List

Each row shows the invoice number, date, status, and amount. Download the PDF from the action menu.

Invoice Statuses

• Draft -- Being prepared, not yet issued
• Issued -- Created and sent to the customer
• Paid -- Payment received in full
• Overdue -- Past the payment due date
• Cancelled -- No longer valid
• Void -- Cancelled for accounting; number preserved, document marked void

Voiding an Invoice

Void an invoice issued in error from the action menu. You can provide a reason recorded alongside the void event. Voided invoices remain visible with a void indicator.

Questions Tab

The Questions tab appears only when the trip or its products have traveler questions assigned.

Progress Tracking

A progress bar at the top shows how many questions have been answered out of the total. Questions are grouped by section.

Answering Questions

Each question displays its current answer status. For per-participant questions, you see each traveler's individual answer. Click any answer to edit it inline using the appropriate input control:

• Text field for free-form answers
• Dropdown for single-choice questions
• Checkboxes for multi-choice questions
• Date picker for date questions

Answer changes are saved immediately and feed into the order's readiness score.

Journal Tab

The Journal tab is a collaborative scratchpad for free-form notes about the order. Use it for phone call summaries, payment promises, supplier callback reminders, or anything that does not fit in the structured timeline.

See Journal for full details on creating, editing, and managing entries.

Quick Overview

• Write a note in the composer at the top and click Post
• Each entry shows the author's name, avatar, and timestamp
• Only the original author can edit, delete, or restore their entries
• Edited entries show an "edited" link -- click to expand the full version history
• Toggle Show deleted to reveal and restore soft-deleted entries

Timeline Tab

The Timeline tab is a complete, read-only activity log. It records every significant event on the order:

• Order status changes
• Booking additions, updates, deletions, and price overrides
• Payment events (received, refunded, transferred)
• Participant changes
• Emails sent (confirmations, reminders, receipts)
• Invoice events (created, issued, voided)
• Group assignments and coverage changes
• Question answer updates
• Action deliveries with status indicators
• Cart actions (for external bookings)

Each entry records what happened, who did it, and when. The timeline is automatically populated -- you do not create entries manually.

Recalculate Order

Select Recalculate order from the order's action menu to refresh all computed values at once. Recalculation:

• Recomputes the order total from all active bookings (cancelled bookings are excluded).
• Updates each participant's price and payment balance based on their current booking assignments.
• Recalculates dynamic discounts and markups against the updated subtotal.
• Refreshes deposit amounts and payment deadlines from your workspace settings (unless the order has custom deposit overrides).
• Updates the payment status (no payment, needs deposit, needs full payment, or fully paid) and adjusts the order status accordingly -- fully paid orders are confirmed, others return to pending.
• Rebuilds the readiness score across all three factors: payment collection, participant completeness, and traveler questions.
• Updates all counters (bookings, payments, participants, invoices, questions, journal entries).

Recalculation also runs automatically whenever you add, edit, or remove a booking, record a payment, or change participant assignments. Use the manual action when you suspect totals are out of sync -- for example, after a bulk import or if pricing rules on a trip product changed and you want the order to reflect the new rates.

Related Pages

• Orders overview -- Order lifecycle, statuses, and all key concepts
• Journal -- Full journal documentation
• Groups -- Group management and coverage
• Clients -- Client profiles and booking history