Editing bookings
Last updated: December 12, 2023
Once you’ve created a booking, you may need to make a change to a booking after it’s been completed. This could be a change to the customer’s phone number, an adjustment for gratuity, a booking note for your company staff, adding a payment, or sending an email to the customer.
You can perform these actions and more when viewing any completed booking (a.k.a. Booking overview).
Learn more about actions you can take on a completed booking by clicking into the sections below.
Editing customer name, language, and contact information
To edit a customer’s name or contact information, use the Edit contact option located at the top of the booking.
This allows you to edit the contact name, phone number, language, and email address. A customer’s language dictates the language of any emails sent to them about their booking (Note: depending on your settings, you may not see this option). If an email address has been entered, you also have the option to subscribe the customer to your company email list.
Adding booking notes or comments
If you need to add an internal note or reminder to your staff, you can do so using a booking note (located under the payment summary) or a comment (located at the bottom of the booking). These notes are never shown to customers.
Booking actions
Booking actions are specific tasks you can perform on a completed booking, such as sending an email, printing a receipt, or issuing a refund. The available options may vary depending on the booking’s status or payment.
Add or remove customers
Allows you to add, adjust, or remove customer types from a booking. When choosing this action, you will be taken to the book form where you can adjust the number of each customer type, update any custom fields, and rebook. This will create a new booking in the system.
Learn more about adding or removing customers.
Note: When adding or removing customers, payment is not automatically adjusted. You will either need to add a payment or issue a refund to account for any payment changes.
Rebook
Allows you to rebook to a different date and/or time. When performing this action, you will be taken to your bookings calendar, where you can choose a new availability to rebook to. This will cancel the original booking and move all customer and payment information to the new booking.
Note: When rebooking, payment is not automatically adjusted. If you are rebooking to an activity with different prices, you will either need to add a payment or issue a refund to account for any payment changes.
Cancel booking
Cancels the entire booking. If you need to refund one or more payments, you will have the option to do so here. You can also send a cancellation email if you wish.
Learn more about cancelling a booking.
Set check-in for all customers
Note: Depending on your setup, this feature might not be enabled on your Dashboard.
If you have the check-in feature enabled, you can check in guests individually from the booking overview, or all at once using the Set check-in for all customers action.
This saves time if you have a large party and want to check everyone in together. Simply select Set check-in for all customers and choose the status.
Add payment
This option is only visible if the total amount of the booking is underpaid. When there is still payment due for a booking, you’ll see the Add Payment option along with the amount owed.
Adding a payment is similar to filling out the payment section in a booking. You will be given the option to select a partial or full payment, and the method by which the customer is paying. If you’ve previously saved a card to the booking, you will see the option to charge that card (for example, Charge Visa 4242).
This can be repeated as many times as needed, until payment is no longer owed.
Save card to charge later
Saves a credit or debit card on the booking, but does not charge the card. This allows you to charge the card at a later date. See add payment above.
Save or hold card
You can place a credit card authorization hold on a customer’s booking after the booking has been created. A credit card authorization hold can help you prevent fraud, chargebacks, and unnecessary refunds.
Learn more about credit card authorization holds here.
Refund
Issue a credit card refund directly through your Dashboard, or track non-credit card refunds for a booking. You will also have the option to send an email notification to the customer if needed.
See Issuing a refund for a detailed walk-through of this process.
Send email or text
Although you have the option to send a message to everyone on the same availability, in some cases you may need to send a message to just the people related to a specific booking. This option lets you send an email or text message to an individual customer on a booking.
Note: You will need to have text messaging enabled in order to send texts to a customer.
If you have automatic messages enabled for this item (such as follow-up or reminder messages), you can also adjust the settings for these messages. Click the Settings 
icon next to the Send text or email to enable or disable automatic reminder messages. Remember, depending on your setup, you may not have this option.
Learn more about emailing or texting a customer from a booking.
Allows you to print receipts, tickets, or a confirmation page for the booking. Depending on your Dashboard settings, your printing options may vary.
Learn about all available printing options.
Advanced options
When using a computer, these options can be found at the top right of the Booking actions section. On a mobile device, they will be located below the list of Booking actions. Click on Advanced for the following options:
Custom refund
This option lets you track refunds in unique situations. For example:
- Refunds for (non-credit card) payments collected outside of FareHarbor
- Refunds issued using a different payment type than what was collected originally
Learn more about custom refunds here.
Note: Custom refunds cannot be used to refund credit card payments.
Reprice booking
Lets you recalculate the prices on the booking by changing the price sheet. For example, if a customer was booked using a seasonal price sheet and you want to change the pricing of the booking to your normal online price sheet, you could do this by selecting the preferred price sheet from the dropdown. Click Reprice booking to adjust the booking total.
When repricing a booking, you will either need to add a payment or issue a refund to account for any payment changes.
Reapply resources
If you have resources added to a booking, you can use this tool to change which resources are being used or reapply the current requirement rules from the item’s settings.
Learn more about reapplying resources here.
Updating pricing
There are a few different ways you can adjust the price on a booking, without actually changing the number of customers. Note that when changing the a booking’s price, the customer’s payment will not automatically be updated. If you need to, you can add payment or issue a refund to account for the price change.
Add an expense or discount
This option is helpful if you want to add an extra charge to a booking, account for gratuity, or apply an overall discount. You’ll find this option located below the booking details, right above the booking subtotal, tax, and total.
Learn more about adding expenses and discounts.
Set total
Note: This option should only be used as an exception, as it will override the computed subtotal, tax, and total of the booking and may throw off tax calculations in your reports.
If needed, you can set the total of a booking by clicking the 
icon next to the booking total.
When you set the total of a booking to a fixed amount, you will still see the computed subtotal, tax, and total on the booking, followed by the new set total.
Reprice using a different price sheet
This option—located in the Advanced menu next to Booking Actions—lets you recalculate the prices on the booking by changing the price sheet.
For example, if a customer was booked using a seasonal price sheet and you want to change the pricing of the booking to your normal online price sheet, you could do this by selecting the preferred price sheet from the dropdown. Click Reprice booking to adjust the booking total.
Changing resources
If you use resources, you can manually adjust a booking’s resource uses in two ways:
Edit individual resources
Click the icon next to a resource to change its number of uses or select a different resource (if applicable).
Reapply resources
This option is useful if you want to update multiple resources at once, or if you’ve made changes to your resource requirements and need to reapply those changes to an existing booking.
This tool is located in the Advanced menu next to Booking actions.
Editing affiliate information
Affiliate information is located below the payment summary on a booking.
Click the icon to the right of the affiliate name to change the affiliate on the booking, voucher number, agent, or desk. You can also set the invoice price to a fixed amount, if needed.
Tip: Need to contact the affiliate on a booking? Click the Contact info dropdown next to the affiliate name to quickly see their phone number.
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Repricing bookings with affiliates
If a booking was created using a non-default price sheet, then edited to add an affiliate (using a different non-default price sheet), note that if you remove the affiliate, the booking will now be priced with the default total sheet.
When the affiliate is added, the booking is repriced to use the price sheet assigned to the affiliate (expected behavior), but when the affiliate is removed, the price sheet will change to the default sheet, not the price sheet that was originally used to price the booking.