Managing bookings

Create a booking

Select a free time on the calendar, or use New Booking on the Bookings page. Fill in the form, then Create Booking.

• Who is this for? chooses A renter or The studio. A studio booking blocks the room for your own use: no charge and no renter notifications.
• Renter searches your renters. For someone new, Create new renter asks for a name and a phone number; the email is optional.
• The status is Confirmed or Tentative. A tentative booking holds the time without confirming it, owes nothing, and never costs a fee to cancel or change.
• Only an admin can create a renter’s one-off booking with no rate, or book outside your booking window.

Payment when you create

• If the renter has a saved card and Stripe is connected, What happens to the money asks first. For a one-off booking, you can charge the total to that card now or create the booking unpaid. When your policy has free cancellation and it has not ended yet, you can also schedule the charge for when it ends, and that option comes already selected.
• With no saved card, or Stripe not connected, the booking is created unpaid. Collect it later from its sheet.
• If the renter is billed by the day or the week, nothing is charged on its own. The confirmation says the booking goes on their daily or weekly bill.

Edit a booking

Select the booking, then Edit booking to move its room, date or hours, or change its rate.

• When the price goes up and the renter has a saved card, you choose to charge the difference now or later. When it goes down and the card payments on the booking cover the refund, you choose to refund now or leave a credit.
• For a renter billed by the day or the week, the difference goes on the bill of that period.
• Inside your late-change window, the late-modification fee from your policy applies only to what the change gives back: hours removed or moved, and for staff also a lower price. An admin can untick Charge the late-modification fee on the released value; staff cannot.
• Where your policy refuses late changes, staff cannot edit a confirmed booking inside that window.
• A tentative booking opens on This booking is tentative with Mark as confirmed. For a one-off booking, confirming starts payment as if it had just been created. For a date in a recurring series, it confirms that date only; the series page starts the series’ payments.

Cancel a booking

Cancel Booking opens the cancellation with what your policy says for this booking; Keep booking backs out.

• Inside the free-cancellation window there is no fee. Past it, the late-cancellation fee applies, and only an admin can untick Charge the late-cancellation fee. Where your policy refuses late cancellations, only an admin can cancel, and the fee is the booking’s full price. Staff cannot cancel a booking that has started.
• What was paid is set against the fee. Anything left over is owed back to the renter: when the cancellation can refund it to their card, it asks whether to do it now; otherwise it stays on the booking as a refund due.
• When the fee is more than what was paid and the renter’s saved card can be charged, you choose: charge the rest to that card now, or leave it as a balance due. Otherwise it stays as a balance due.

Collect what a booking owes

Under Actions, the sheet shows Collect payment or Send payment link, depending on whether the renter has a saved card, and Record external payment in either case. The amount is the booking’s balance: its price and any fees, taxes included, minus the payments recorded on it.

• Collect payment (a saved card): Charge the card on file? states the amount, and the charge happens as soon as you confirm.
• Send payment link (no saved card): texts or emails a link to a payment page, to the renter or to another number or address you enter. No card is charged now.
• Record external payment: money you took outside Quorin, such as cash or a terminal. See paying at the desk.

Collect payment and Send payment link both need Stripe connected. Neither appears while a charge is scheduled, or for a renter billed by the day or the week.

Schedule a saved-card payment

On a confirmed one-off booking with a balance owing, whose renter has a saved card, Schedule payment plans a charge of that balance for when free cancellation ends: the start, minus its free-cancellation hours. The confirmation names the amount, the card and the time. It is not offered once that moment has passed (use Collect payment), when your policy has no free cancellation, while a charge is already scheduled, on a booking of a recurring series, or for a renter billed by the day or the week.

Cancel scheduled charge removes a planned charge that has not started. The balance stays owed.

Notify the renter

Creating, changing, confirming and cancelling a booking, and collecting or recording a payment, each confirm with Notify the renter, already checked. Unchecked, that one action sends the renter no text or email, receipts included. Later scheduled charges and reminders still go out. The box is not offered for a studio booking, nor when you create a tentative one.