Pending Reservations

What are you looking for? 

1. Introduction
2. Key Features of Pending Reservations
3. How to Use Pending Reservations for Group Bookings
4. Tips for Managing Group Reservations Effectively

1. Introduction

Pending Reservations is designed to help you manage group bookings where payment is arranged at a later time. With this feature, you can reserve the necessary seats, set a payment deadline, make any necessary adjustments, and, once payment is received, the booking is automatically transferred to confirmed Orders and the tickets are sent to customers.

2. Key Features of Pending Reservations

• Reserve Seats Now, Pay Later
  Pending Reservations allows you to hold seats for a group without immediate payment. This is perfect for large group bookings where the organizer needs time to collect payment from participants.

• Set Payment Deadlines
  When creating a reservation, deadline will be calculated automatically based on your settings. See Control Panel -> Settings -> Account-> Pay later payment settings

  However, you can easily change specific deadline for payment. This helps ensure that bookings are confirmed in a timely manner, preventing double bookings or the loss of seats.

• Make Adjustments to Reservations
  Pending Reservations provides flexibility to make changes before finalizing the order. If the group size changes, you can add or remove seats, adjust prices, or modify other booking details prior to payment confirmation.

• Automated Ticket Issuance
  Once the payment is confirmed, Pending Reservations automatically converts the reservation into a finalized order. The system then sends the tickets directly to the customers, simplifying the process and ensuring timely delivery.

• Seamless Transition to Orders
  When the payment is completed, the reservation is automatically transferred to the Orders List section of the system. This allows you to track all confirmed bookings in one place, ensuring easy management and follow-up

3. How to Use Pending Reservations for Group Bookings

1. Enable Pay Later Options
2. Create a Pending Reservation
3. Adjust the Reservation if Needed
4. Confirm Payment & Transfer to Orders
5. Handle Unpaid Reservations

1. Enable Pay Later Options:

    
   • To activate Pay Later options, navigate to Control Panel → Settings → Account and locate the 'Pay Later Payment Settings' section. Enable 'Allow payments via payment link' and/or 'Allow payments via bank transfer.' Here, you can also set a default payment deadline, defining the time guests have to complete their payment. This deadline can be customised for individual reservations as needed.
     

2. Create a Pending Reservation

   • navigate to Control Panel → Orders → Order List and select Add Order. 
     • Choose the following details:
       • Payment Method: Select either "Pay by Payment Link" or "Pay by Bank Transfer."
       • Tickets and Seat Count: Specify the number of seats, the event, and the date.
     • Follow the steps in the booking process, and complete the reservation by Sending Payment Instructions to the customer.
     • Once the reservation is created, you can find it at the top of the Control Panel → Orders →  Reservations List for easy access and management.
     • You can now add Notes or make adjustments to the reservation as needed.
     • Once the reservation is created, the customer will receive an email with a summary of the booking and detailed payment instructions.
       

3. Adjust the Reservation if Needed

   • 1. • If the customer requests changes (e.g., more seats), you can easily modify the reservation before the payment deadline.
     1. • If the customer requests changes (e.g., additional seats), you can easily update the reservation prior to the payment deadline
          

4. Confirm Payment & Transfer to Orders

   Different payment types will handle payment confirmation differently

   • Payment Links: Once payment is received via the payment link, the system will automatically finalize the reservation and transfer it to the Orders List.

   • Bank Transfers: For bank transfers, you will need to manually monitor payments. After receiving the transfer, locate the Reservation ID in the payment details. Then, go to the Pending Reservations section, search for the reservation using the ID, and mark it as paid.

   • Once payment is confirmed, the system will automatically send the tickets to customers, ensuring a smooth and seamless experience.

5. Handle Unpaid Reservations

   • If the payment deadline is missed, you can either extend the deadline (if requested by the customer). Otherwise, seat reservations will be released. 

4. Tips for Managing Group Reservations Effectively

• Prepare an inquiry form: Provide a detailed inquiry form to ensure customers know what information and specific requests they need to submit when booking. This helps streamline the process and ensures you receive all necessary details upfront.
• Set Capacity Limits for Group Bookings: Establish admission or capacity limits for group bookings to manage group visits efficiently over time. This ensures a smooth distribution of attendees and prevents overcrowding.
• Document Conversations in Notes: Keep a record of all communication details in the Notes section. This helps you track customer requests, preferences, and discussions, making it easier to follow up or review later.