The External Bookings Dashboard is your central view for managing all visitor bookings in Cobot. Find it under Calendar » External Bookings.
All visitor bookings also appear on your main Booking Calendar under Calendar » Calendar, color-coded to distinguish them from member bookings. Hover over any booking to see the visitor's details, selected extras, and booking duration at a glance.
What You Can Do From the Dashboard
Approve or Decline Bookings
If you have 'Approval Required for Visitors' enabled on a resource, new visitor bookings appear in the dashboard as pending. From here you can approve or decline them. An email is sent to the visitor once you take action.
IMPORTANT NOTES
Bookings in the past, or bookings that have already started, cannot be approved from the dashboard. Contact support at support@cobot.me if you need help with this.
If you use Stripe, payment authorizations expire after a few days. Approve pending bookings promptly to avoid the hold expiring before you confirm.
Edit Bookings
Edit Bookings
You can edit a visitor booking at any time from the dashboard. When you make changes, an email is automatically sent to the visitor letting them know what has changed.
If an edit increases the price of the booking, the visitor is not automatically charged for the difference. You will need to process the additional payment manually against their invoice.
Cancel Bookings
You can cancel any visitor booking at any time by clicking 'Cancel' on the booking. The visitor receives a cancellation email automatically.
The dashboard also shows you whether a refund needs to be issued. Refunding directly from Cobot is only available when the payment has been made through Stripe.
All others must be processed directly in the payment gateways dashboard and then offset in Cobot with a free-form invoice to keep your analytics accurate. See Non-Member/Visitor Invoicing for more detail.
Visitors can also cancel their own bookings using the link in their confirmation email, as long as the cancellation window on the resource has not expired.
Convert Visitors to Members
Visitors are automatically added as a Contact. If a visitor decides to become a member, use the 'Convert' button on their booking to move them to a membership plan. You can also convert them from their Contact Card.
Their details are pre-populated in the new member profile. See Adding Members for more on connecting a new member once converted.
Managing Invoices
Every completed External Booking generates an invoice automatically. You can access visitor invoices directly from the dashboard or under Manage » Invoices. For a full guide to visitor invoicing, see Non-Member/Visitor Invoicing.
You can also see a history of their invoices if they are repeat visitors under Manage » Contacts » click on visitor name » invoices.
Tracking Revenue and Bookings
All External Bookings revenue flows into your Analytics dashboard. Track income and booking data under Analyze » Revenue and Analyze » Bookings. Your main Dashboard also shows a daily External Bookings summary, including a count of any bookings awaiting your approval.
Questions? Reach out to us at support@cobot.me.