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How to Create a Manual Booking

How to create a manual booking and send a booking receipt to the customer

Updated over 2 months ago

Creating a manual booking lets you add guests directly to your event, even if they don't book through your Understory storefront. This is useful for last-minute bookings, walk-ins, or guests who pay by invoice/bank transfer. Manual bookings appear on the guest list like regular bookings, ensuring your records stay complete and up to date.

How to create a manual booking through the Calendar

Requirements: Admin or Manager role, or at least Experience: view, Event: view, Bookings: Edit permissions

  1. Click Calendar in the navigation bar – View your calendar

  2. Press the event you want to add a booking to – Event details open

  3. Press “Add booking” – Manual booking form opens

  4. Fill in guest details and booking preferences – Complete booking form

  5. Click Create – Guest is added to booking list

How to create a manual booking through Experiences

Requirements: Admin or Manager role, or at least Experience: view, Event: view, Bookings: Edit permissions

  1. Click Experiences in the navigation bar – View all experiences

  2. Select the experience you want – Experience details page opens

  3. Click the "Dates" tab – See all event dates for this experience

  4. Select the event date you need – Booking list opens

  5. Press [+] in the booking list view – Manual booking form opens

  6. Fill in guest details and booking preferences – Complete booking form

  7. Click Create – Guest is added to booking list

What happens after creating a manual booking

When you create a manual booking, the guest is added to the event’s booking list. By default, the booking is marked as "Not paid." If you select the payment link option and send it to your guest, the guest can pay themselves and the booking will show as "Paid." You can also decide whether to send booking confirmations immediately—this box is checked by default, but you can untick it if preferred. Only send confirmation after payment if using payment links.

Manual bookings are ideal for:

  • Walk-in guests or last-minute additions

  • Handling bookings by phone or email

  • Guests preferring to pay via invoice/bank transfer

  • Private events

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