How to make a booking from Venue Manager – Help Center

For bookings over the phone or in the venue, you can put it straight in the ROLLER system so you can manage payments and track bookings. In this article you will learn how to:

Create a new booking from the Venue Manager
Add contact details to a new booking
Add items to a new booking
Understand the meaning of the different booking status labels
Take payment for a booking
Download ticket and send a confirmation email to the guest

Create a new booking

In the Venue Manager, hover over the Bookings menu and select Create booking.

Add contact details

Note that contact details are required in order to complete the booking.

1. Under the Details tab > Booking holder section, type in the following information:

Email - this is a unique identifier for guest records. If the product sold issues a discount code on the purchase, the e-mail is especially needed to ensure the code can be generated for that guest
Include in mailing list - marketing opt-in (only check this if the guest has confirmed this)
Phone number - this is a unique identifier for guest records
Guest name - this is a required field and both first and last name is mandatory
Postcode - this is not a mandatory field

Please note that while you can opt to input either the guest's email or phone number, we recommend both to reduce duplicate guest records.

If this is a returning guest, typing their email or phone number will bring up their records. Click on their guest record and the rest of the booking holder fields are going to be populated automatically.

2. Click Add booking holder. The following fields will now appear:

Booking name - this will default to the guest's first and last name on the booking holder section. You can override the default name and the new name is going to be the name that will be printed in tickets and the name that is searchable in POS. For example, if you are making a booking for a school group, you can change the booking name to the school's name so this is the name that the booking will be found under, instead of the contact person making the booking
Booking notes - this will allow you to add notes for the booking. Please note that notes in this section are only visible in the Venue Manager
POS notes - this will allow you to add notes for your POS users

You can edit the guest detail you have saved by clicking Edit contact details. You can also click the Change booking holder option to swap the booking holder details. Learn more about editing a booking here.

Add products/tickets

1. Under the Availabilities section on the right-hand side, adjust the filter of the availability selector to search for the product:

When - this allows you to choose a specific date using Today, Tomorrow, or On, or to select a date range using the Between or Within the next (day/week/month) options. Click Apply to change the filter
Product - this allows you to search and select a specific product, or select multiple products, the entire product type or product categories
Guests / qty - this allows you to set the number of items required
Days - this option is only available if you select a date range under the When filter. The Days filter allows you to specify which particular day(s) of that range you want to filter to
More options - allows you to select an Arrival time with the options of Morning, Afternoon and Evening
Include unavailable products - this shows availabilities that are possibly sold out or unavailable. Please note that selecting this option can lead to overbooking

Please note that the maximum number of days you can search for is 10 days. If you select Saturday and Sunday for a date range of one month, the search can be performed because there wouldn't be more than 10 Saturdays and Sunday in one month. An error message will display if the search is too broad

2. Click Search. All selected products are displayed and segregated by the day(s) on the next page

3. The next page will give ticket types and pricing as well as descriptions, availability and time slots depending on the product configuration. You can use the arrows to increase or decrease the number of items for each ticket type

4. Click the Add items to booking at the bottom to add the product/tickets to the booking

5. To add other products or ticket types to the booking, click the back arrow and repeat steps for all booking items required. If you need to adjust the date filter from the product selection page, you can either:

Hit the Back arrow button until you can see the filtering options
Click the Exit [x] button

If a group pass type is added (where one pass will generate more than one ticket), the number of tickets it will generate will be listed below the pass name.

7. Click Save & reserve to confirm and finalize the booking. If you would like to confirm the booking without finalizing it, click the Save without reserving button instead

If the total number of tickets generated exceeds 100, a warning message will appear to confirm this action.

You can view all the items in the booking under the Order tab. You can also make adjustments to the booking items from this page. Learn more about adjusting booking items here.

Booking status labels

Screen_Shot_2019-02-26_at_4.20.32_pm.png - this label is displayed when first creating a booking

Screen_Shot_2019-02-26_at_4.21.03_pm.png - for all bookings that are confirmed, this does not relate to the payment status

Screen_Shot_2019-02-26_at_4.21.24_pm.png - bookings that are cancelled will release the availability for sale

- bookings uploaded from a previous booking system

Taking payment for a booking

Payment options

Once the booking status is changed to confirmed, you can take payment by clicking on the Take payment button. Clicking this button will prompt a pop-up to appear which gives you the following options:

Credit card - this allows you to charge your guest's credit card immediately via your online payment gateway. You will need your guest's card details to complete the transaction
Cash - this allows you to mark the booking as paid and collected by the venue directly. Please note that choosing this option will not automatically connect you to the cash drawer of your POS device
EFTPOS - this allows you to mark the booking as paid to the venue via EFTPOS terminal. Please note that choosing this option will not automatically connect you to the EFTPOS terminal connected to your POS device
Bank transfer - this allows you to mark the booking as paid and collected by the venue directly via bank transfer
Gift card - this will deduct from an active gift card in the system, multiple gift cards can be used but have to be added as separate transactions
Complimentary - this allows you to mark the entire booking as free of charge. Note that is will not be an option once payment using other methods have been made
Take payment later - this allows you to defer payment until the guest arrives. Payment will be done through the POS. Click here to learn more about taking payment for an existing booking in POS
Groupon (beta) - selecting Groupon will prompt the user to enter the Groupon voucher ID. It is important to capture this information for reporting. Please note that this is not a direct integration with Groupon, so you will still need to use normal verification processes (eg through the Groupon app) to validate and check off the Groupons. It is not possible to partial payment with Groupon with another payment type - for example, the scenario to redeem one ticket on Groupon and another on cash is not supported. Each Groupon voucher should be redeemed as a separate transaction

Adjusting the amount to charge

The amount to charge defaults to the full amount of the booking.
If your product has a required deposit amount, there is an option to check the Pay deposit amount option which will automatically calculate the amount owed based on the deposit you have set in the product configuration
If you do not want to take the full amount of payment but want to change the amount being collected, you can change the amount in the Payment amount field by selecting the text and typing in a new figure
When deducting from a gift card, it will display the available balance, please note that you cannot deduct more than what is available on the gift card and it's not possible to redeem an expired gift card. Please ensure the figure is correct before finalizing the payment

Finalizing the payment

You can leave notes using the Add comment functionality
Click Take payment to finalize the transaction or Cancel to go back to the booking details screen without taking any payment

Once payment is made, you will see a new section on the right-hand side of the screen called Activity. Anytime a payment is taken, the Activity stream will track every action and the booking total will reflect the Booking Total & amount owing. Payment will remain Unpaid until it's fully paid or if a 100% Discount Code is used (in which case it is unpaid but confirmed). The booking's payment history can be viewed in full by going to the Payments tab - click here to learn more.

You can also send an invoice to your guest to prompt for payment. Click here to learn how to issue and manage invoices to your guest.

Send ticket and confirmation

You can download tickets to send to your guest via your personal e-mail, or send a confirmation email directly from the ROLLER system.

To download tickets attached to the booking, click the down arrow on the top right corner. Click here to learn more
To send a confirmation email to your guest from ROLLER, click the three-dot button on the top-right corner and select Send confirmation email. Click here to learn how you can customize the look and feel of the confirmation email sent to your guests