How to set up and manage Booking recipient groups

This article at a glance:

Booking recipient groups ensure prompt processing of Booking requests.
Groups let you assign Booking requests to multiple users.
Only users with the role Admin can create and manage groups.
Both users with the roles Booking Admin and Booking Agent can be assigned to these groups.
Users within the group have access to all Booking requests assigned to it.

The Booking recipient groups feature offers a convenient solution for handling Booking requests. When creating or editing a bookable content item, you have the option to assign the bookings for the item either to a single recipient or to a Booking recipient group. These groups are composed of Booking Admins and/or Booking Agents.

💡Here is a reminder on user roles, for more information please refer to this article:

Admins can manage all content, bookings, and users
Booking Admins can oversee all bookings
Booking Agents can manage bookings assigned to them as recipients

Creating Booking recipient groups enables multiple staff members to manage and process Booking requests. Within these groups, any user can pick up the Booking requests, ensuring prompt handling.

Setting up Booking recipient groups

❗Only Admin users can set up Booking recipient groups.

Step 1: Ensure you have Staff users with the roles of Booking Admin and/or Booking Agent

If you don't have Staff users with these roles, you can create new users or change the user type of existing users by navigating to Hotel Settings > Staff users. For more information, please refer to this article.

Step 2: Access the Booking recipient groups feature

The feature is located under Hotel Settings in the left-handed menu.

Step 3: Click on "Add new group"

💡If you've already created Booking recipient groups, they will appear on this page.

Step 4: Name your group

We recommend naming the group according to the bookings the users within it will manage.

For example, if you have a bookable item "Airport Shuttle," the group's name could be "Airport Shuttle Booking Recipients"

Step 5: Add Booking Admins and/or Booking Agents to the group

Select the users you want to add to the group from the drop-down menu and click on "Add." You can add as many users as required. Don't forget to click on "Save" to finalize the creation of your group.

Optional Step: Manage groups

On the page with the list of groups, you have the option to update the group's list of users by clicking on the "Edit" button in front of the group's name.

If a group is not assigned to any Booking request, it can be deleted on this page.

Assigning Booking recipient groups to bookable items

After creating Booking recipient groups, you'll need to assign the group to bookable items to utilize this feature effectively.

In this article, we will take the example of a Service content item, but the feature works the same for Hotel information and Activities.

Step 1: Navigate to the Services feature in the left-hand menu

Step 2: Either open an existing Service content item or create a new one

💡For detailed instructions on creating Service content items, please refer to this article.

Step 3: Access the booking page of the Service item

You can do so by clicking on the "Booking" button located at the top of the page.

Step 4: In the booking settings, select the appropriate Booking recipient group

4.a: If you're creating a new bookable Service item
You can directly choose the Booking recipient group from the drop-down menu on the next page.

4.b: If you're editing an existing booking
Start by clicking on "Edit" in the "Settings" section of the page.

Then, on the subsequent page, select the appropriate Booking recipient group from the drop-down menu.

Managing Booking request as a Booking Admin or Agent within a group

Whenever a Booking request is placed and falls within the assigned group, users within the group will receive an email notification, as well as a count in front of the according Booking management feature indicating the number of pending requests.

Users can then pick these requests up and update their status using the buttons "In Progress," "Done," or "Reject."