The booking drawer is the single, unified surface for every detail and action on a booking. It opens from any of the four bookings views — List view, Calendar view, Resource calendar, or Kanban view — and renders the same sections regardless of where you opened it from. When you need to edit something larger (reschedule, cancel, edit tickets, collect payment, etc.), the drawer switches into a focused sub-view with a back arrow that returns to the detail.
Getting started
Open any bookings view (List view, Calendar view, Resource calendar, or Kanban view) and click a slot to slide the drawer in from the right.
How it works
The drawer is a fixed-width panel that slides in from the right (520px on desktop, 450px on tablet, fullscreen on mobile). The view it opens to depends on what you clicked.
| Trigger | Drawer opens to |
|---|---|
| Click a slot row (any view) | Detail view |
| Inline Book now on an available slot | Create booking sub-view |
| Inline Collect $N on a slot with due balance | Collect payment sub-view |
| Inline Add note chip | Notes sub-view |
| Inline Edit button on List view | Detail view |
| Activity log section header | Activity log sub-view |
| + Add item in the Transaction summary section | Add item sub-view |
The detail view has up to 16 collapsible sections. The set you see depends on the slot's status (Available, Booked, Completed, etc.) and whether the booking has a transaction yet. Each section has a header with the section title, an icon, optional badges (counts, alerts), and section-specific right-side actions; clicking the title toggles expansion. Two sections (Slot details and Customer) are expanded by default; the rest are collapsed.
Large flows like rescheduling, cancelling, editing tickets, or collecting payment open as their own sub-views inside the same drawer. The back arrow returns you to the detail view with the booking context preserved.
Step-by-step guide
Open the drawer
Click any slot in any of the four bookings views. The drawer slides in from the right. The header shows the event name, a meta line (date, time, participants, customer), and dynamic action buttons based on the slot's state.
Read the header
| Element | Notes |
|---|---|
| Event thumbnail and name | The event tied to the slot |
| Meta line | Date, time range, participants count (with "/Y checked in" on booked slots), and customer name. Separated by middle dots |
| Top border | 3px color band reflecting the workflow state or status color |
| Dynamic action buttons | See below |
| Close button | X icon at the top right closes the drawer |
The dynamic action buttons in the header change based on the slot's state.
| Slot state | Buttons shown |
|---|---|
| Available with Create bookings permission | Book (primary, opens create-booking sub-view) and Add to cart (secondary) |
| Booked with due balance | Collect $N (opens collect-payment sub-view) |
| Public booking on the overview | Add group (primary) and Add to cart (secondary) |
| Public booking with a child selected and due balance | Collect $N for that group |
Navigate a public booking
Public bookings are shared time slots where multiple unrelated groups book the same slot. When the slot has at least one child booking, the drawer renders a pill navigator at the top.
| Pill | Shows |
|---|---|
| Overview | Aggregated stats (Groups, Guests, Paid, Due) plus a clickable list of every child group |
| Per-child pill | The individual group's customer name (or "Group N") with all per-child sections |
Click any group card on the overview to switch to that child's pills; click Overview to come back. Per-child sections (Customer, Tickets, Transaction summary, Payments, etc.) only render once you've selected a child.
Read the sections
The drawer renders sections in this order. Click a section header to expand or collapse it.
| Section | When it shows |
|---|---|
| Slot details | Always (unless viewing a public-booking child) |
| Customer | Booked, completed, or custom status with a transaction |
| Tickets | When ticket categories were purchased |
| Transaction summary | When the booking has a transaction |
| Payments | When the booking has a transaction |
| Custom fields | When custom field responses exist |
| Customer communication | Booked or completed with a transaction |
| Waivers | When waivers are linked |
| Notes | Always |
| Staff | Always |
| Subtasks | Kanban view only |
| Attachments | Kanban view only |
| Event details | Completed slots (with game-instance data) |
| Slot pricing | When the slot has no transaction (available, blocked, etc.) |
| Resources | Always |
| Activity log | Always (opens as a sub-view, not collapsible) |
Edit the slot details inline
The Slot details section is the foundation. Both Status and Workflow state are inline editable — pick a new value from their dropdowns and the change saves immediately.
| Field | Notes |
|---|---|
| Slot ID | The slot's internal id with a copy-to-clipboard button |
| Status | Editable dropdown for unlocked statuses. Locked for Booked and Completed — use the relevant sub-view or action instead |
| Workflow state | Editable dropdown including an Unassigned option |
| Date | Booking date (and end date for multi-day) |
| Time | Start–end range, or "All day" for all-day slots |
| Booked on | When the slot's transaction was created |
| UTM source | Capitalized source when UTM tracking is on |
| Custom message | Slot-specific message, source badge (Badge or Text), and a "Hidden from customers" tag when inactive |
Two section-header actions live to the right of the Slot details title.
| Action | When |
|---|---|
| Reschedule | Booked slots with Update bookings permission. Opens the Reschedule sub-view |
| Edit slot | Slots that aren't Completed. Opens the Edit slot sub-view |
Manage the customer
The Customer section shows the customer attached to the booking. Click Edit customer in the section header to open the Edit customer sub-view. Click the external link icon (when present) to open the customer's full record in Customers.
| Element | Notes |
|---|---|
| Name | First and last, or "No customer assigned" |
| With email icon | |
| Phone | With phone icon, formatted by country |
Manage the tickets
The Tickets section lists every ticket category on the booking with participant count and price. The header has a badge with the total participants and an Edit tickets button (when you have Update bookings).
The Pricing model sub-section inside Tickets is collapsible. It surfaces the source (Custom or Default), type (Flat rate or Per person), reservation (Public or Private), cumulative flag, and deposit configuration.
Review the transaction summary
The Transaction summary section embeds a single block that totals every line item on the order. It shows Subtotal, every applied tax on its own row (one row per tax), every applied fee on its own row (one row per fee), Discount, Tips, Total, Paid, Due, and Refunded. Bookings, gift cards, and items show their pre-tax subtotal in the block (so the per-line amount doesn't double up next to the per-tax and per-fee rows). The section header has a warning icon when the due balance is greater than zero and a "View details" link to open the Transaction details page.
Below the totals, two toggle switches let you waive every tax or every fee on the transaction.
| Toggle | What it does |
|---|---|
| Waive taxes | Removes every tax from the order's total. The toggle saves immediately and a confirmation toast reads "Taxes waived" (or "Taxes restored" when toggled off) |
| Waive fees | Removes every fee from the order's total. Toast reads "Fees waived" or "Fees restored" |
The waiver is stored on the transaction, not just applied to the current calculation. Every later edit (applying a promo, adding or removing an item, adding or cancelling a booking, changing group size) respects the saved waiver — taxes and fees don't silently come back. The matching toggles also appear on the Transaction details page's Taxes/Fees/Tips tab.
For groups that use inclusive tax pricing (tax built into the shelf price), waiving taxes actually reduces what the customer pays. The tax is extracted from the price rather than just hidden from the receipt.
On public bookings, each child group has its own Transaction summary with its own Waive toggles. Toggling one group's waiver doesn't affect any other group.
Three inline controls sit at the bottom of the block.
| Link | Opens |
|---|---|
| + Add tip | Inline tip form for adding a gratuity to the order |
| + Add promo code | Inline promo code input |
| + Add item | The Add item sub-view (described below) |
The + Add item link only renders when you have the same edit permission required for tips and promo codes.
Add an item to the booking
Click + Add item in the Transaction summary section to open the Add item sub-view. It's a catalog browser with everything customers can buy plus a fallback for one-off charges.
| Element | Notes |
|---|---|
| Search | "Search items..." input at the top filters the tile grid |
| Category chips | First chip is All (when 2+ categories exist), then one per category |
| Tile grid | Each tile shows the item image (or placeholder), name, price, and a stock indicator: ∞ for unlimited or x[N] for tracked stock |
| Out of stock | Tile is dimmed, name and price are struck through, and an Out of stock badge appears in the top right. Out-of-stock items stay visible but can't be added |
| Custom item tile | Always the last tile in the grid. Dashed pink border, plus icon, label Custom item, meta One-off charge |
Pick a tile to expand the selection strip pinned above the footer.
| Field | Notes |
|---|---|
| Qty | Numeric input (min 1, capped at available stock for tracked items) |
| Price | Current price. Override link reveals a money input. Reset to $N link appears when override is active and reverts to the catalog price |
| Total | Read-only line total (quantity × price) |
When you pick the Custom item tile, the selection strip switches to a custom form.
| Field | Notes |
|---|---|
| Name | Required. Placeholder: "Purchase name". Validation: "Name is required" |
| Description (optional) | Textarea, placeholder "Notes for this charge" |
| Qty | Required, min 1. Validation: "Quantity must be at least 1" |
| Price per unit | Required, must be greater than zero. Validation: "Enter a price greater than 0" |
| Total | Read-only |
Custom items require a positive price (use a 100%-off promo to comp something instead). Catalog items can still be overridden to any price including zero with a deliberate Override.
Click Add to order at the bottom right to commit; Cancel discards and returns to the detail view. After adding, the drawer returns to the detail view with the Transaction summary section auto-expanded so the new line is immediately visible with taxes and fees recalculated.
Take a payment
The Payments section lists every payment on the booking's transaction with method icon, label (Card ••••, Cash, Gift card, Customer credit, POS payment), date, and amount. A refund badge appears on refunded payments with the refunded amount.
When the balance is due, a Collect payment link at the bottom opens the Collect payment sub-view.
Read custom field responses
The Custom fields section renders every response the customer (or your team) entered. Alerted fields appear in a peek-strip at the top even when the section is collapsed so you can scan for important answers.
| Element | Notes |
|---|---|
| Count badge | Total custom-field responses |
| Alert badge | Number of alerted responses |
| Copy dropdown | Copy as text or Copy as CSV to put every response on your clipboard |
| Field row | Label, response, optional source badge, timestamp |
Manage customer communication
The Customer communication section is one place to send emails about a specific booking and to see every email that's already gone out for the transaction. It renders on every booked or completed slot when you have the View transactions and payments permission (or an admin or manager role). On public bookings, each child group has its own communication section with its own counts and history — switch groups with the pill navigator at the top of the drawer.
The section header shows a small stats line ("N emails sent · Y opened · Z bounced") and three action buttons.
| Button | What it does |
|---|---|
| Resend confirmation | Opens the Send email sub-view with the booking confirmation preselected. Only renders when confirmation emails are enabled in Mail > Automated emails |
| Send email | Opens the Send email sub-view with the template picker |
| View history | Opens the Communication history sub-view |
Send an email
The Send email sub-view has one combined Email picker grouped into two sections.
| Group | Options |
|---|---|
| Simple emails | Booking confirmation, Reminder, Follow-up, Payment request. Each option only appears when the matching automated email is enabled in Mail > Automated emails. Payment request is disabled with "No balance due" when the transaction has no due balance |
| Custom templates | Every saved, non-archived template from Mail > Custom emails, alphabetically sorted |
When neither group has any options, the sub-view shows an empty state: Nothing to send yet with links to Automated emails and Custom templates to set them up.
Picking a custom template surfaces a preview with Subject, From, Type, and Description so you can confirm what's about to go out.
The Recipient input below the picker handles the destination.
| Email type | Recipient behavior |
|---|---|
| Simple email | Recipient is locked to the customer on file. Hint: "Sent to the customer on file. Use a custom template to send to a different address." |
| Custom template | Recipient defaults to the customer's email and is editable. When you change it to anything other than the booking customer's email, a warning appears: "You're sending to a different address than the booking customer." |
When Payment request is picked (or a custom template marked as a payment-request type), a money-coins warning appears with the exact outstanding balance: This will request payment of $N from the customer. so you don't accidentally request the wrong amount.
Click Send email at the bottom. The button shows Sending... while in flight; on success, the drawer returns to the detail view and the section's stats update immediately.
View communication history
The Communication history sub-view lists every email sent for the transaction (up to 500 emails). Each row shows the email type, the sender (a staff member's name, email, or System (automation) for automated sends), the recipient, and a chain of status badges separated by chevrons (›).
| Badge label | Color | Maps from |
|---|---|---|
| Sent | Default (gray) | The initial send event |
| Delivered | Info (blue) | Delivery confirmation |
| Opened | Success (green) | Recipient opened the email |
| Clicked | Primary (pink) | Recipient clicked a link |
| Bounced | Danger (red) | Recipient address rejected the email |
| Complaint | Danger (red) | Recipient reported the email as spam |
| Rejected | Danger (red) | Email was rejected before delivery |
| Render failed | Danger (red) | Template rendering failed |
| Delivery delayed | Warning (yellow) | Delivery was deferred |
| Unsubscribed | Warning (yellow) | Recipient unsubscribed |
Each badge carries its own date and time so you can see exactly when each step happened. There's no relative "Updated X ago" timing — every step shows an absolute timestamp.
The empty state reads No emails yet with the hint Emails sent to this customer will appear here.
Browse waivers
The Waivers section lists every signed waiver attached to the booking. Each row shows the participant's name (with Minor and Not participating badges when applicable), email, phone, and timestamp.
Manage notes
The Notes section is the booking-level note channel. Important notes are pinned with a yellow star icon and appear in a peek-strip at the top.
| Action | How |
|---|---|
| Add a note | Click Add in the section header (when you have edit permission). Opens the Notes sub-view |
| Delete a note | Click the trash icon on the note row |
Each note shows the text, author, date, and time.
Assign or remove staff
The Staff section lists every team member assigned to the booking. Click Add to open the staff picker (autocomplete by name or email). Hover a staff row to reveal a remove button. The header also has a View task link when the booking has a linked project ticket.
Manage subtasks (Kanban only)
The Subtasks section is only on the Kanban view. Each row has a drag handle, completion checkbox, title (linked to the project ticket), assignee avatar, priority icon (red/orange/blue), due date, and edit/delete icons. The header badge shows the completed/total count and highlights when every subtask is done.
Click Add to open the create-subtask form inline with title, assignee, priority, and due date.
Manage attachments (Kanban only)
The Attachments section is only on the Kanban view. It has a drag-and-drop upload zone with the helper text "Drop files here or click to browse" and a 25 MB per-file limit. Supported types: .jpg, .jpeg, .png, .gif, .webp, .pdf, .doc, .docx, .xls, .xlsx, .ppt, .pptx, .csv, .txt, .zip.
Each attachment row shows a type-colored file icon, filename, size, a download icon, and a delete icon. Images open in a lightbox.
Review event details (completed only)
The Event details section appears on completed slots that have at least one game-instance record. Each instance row shows the duration ("Total time: N minutes"), host name, interaction count, and issue count. A "View details" link in the header opens the session's Event history detail.
Configure slot pricing (non-booked only)
The Slot pricing section only appears on slots that haven't been booked yet (no transaction). It shows the resolved pricing model.
| Field | Values |
|---|---|
| Pricing | Custom or Default |
| Pricing type | Flat rate or Per person |
| Reservation style | Public or Private |
| Cumulative | Yes or No |
| Deposit | Disabled, or a description of the deposit rule |
Click Edit pricing at the bottom to open the Edit pricing sub-view.
Assign or change resources
The Resources section lists every resource (room, staff, equipment) assigned to the booking with category dot, name, time-assigned range, and a more menu.
| Per-row control | What it does |
|---|---|
| Lock toggle | Lock or unlock the resource for auto-reassignment. Tooltip: "Locked - will not be auto-reassigned" / "Unlocked - can be auto-reassigned" |
| Edit resource slot | Opens the resource slot editor in a new context |
| Reassign to… | Inline autocomplete to pick a replacement resource |
| Unassign | Removes the resource from the booking |
Click the section header without anything assigned to open the inline assignment picker.
Open the activity log
The Activity log section is special — clicking the header doesn't expand a panel inline; it opens the Activity log sub-view with a chronological feed of every change.
Cancel or delete
The bottom of the drawer has a danger action row that varies by state.
| State | Label and effect |
|---|---|
| Booked + cancel permission | Cancel booking — opens the Cancel sub-view |
| Public child + cancel permission | Cancel sub-booking — cancels just that child group |
| Non-booked + delete permission | Delete slot — permanently removes the time slot |
The row reads as text + an action button, not as a section.
Recover an incomplete booking
When a slot shows status Booked but has no transaction (a half-completed booking from an interrupted flow), the drawer surfaces a recovery banner above the sections.
| Element | Notes |
|---|---|
| Icon | Settings cog |
| Title | "Incomplete booking" |
| Description | "this slot shows as booked but has no associated transaction due to issues during processing. You can reset it to make the slot available again." |
| Reset form | Dropdown to pick the new status plus a Reset slot button |
The banner only appears when you have edit permission.
See a private-reservation upgrade
When a slot was upgraded from a public booking to a private reservation, a blue banner appears at the top: Private reservation — this booking was upgraded to private.
Pick a payment mode in Create booking
The Create booking sub-view's Payment options section uses a three-way toggle to decide what amount the customer is charged when you flip Take payment now on. The toggle only renders when the event has a deposit configured.
| Mode | What it charges |
|---|---|
| Deposit ($amount) | The configured deposit. Flat amount for "per booking" deposits, or amount × participants for "per participant" deposits. Capped at the booking total |
| Full ($amount) | The whole booking total |
| Custom | Any amount up to the total, typed manually |
When the event requires a deposit, the toggle defaults to Deposit, the Amount to pay field pre-fills with the calculated deposit, and an info note above the toggle reads: Deposit required for this booking: $X. Pay in full or enter a different amount below. Staff just flip Take payment now and submit — no manual amount entry needed.
The Amount to pay field is locked when the mode is Deposit or Full; switching to Custom unlocks it for free-form entry up to the booking total.
Reference
Sub-views
Every sub-view opens inside the same drawer with a back arrow that returns to the detail view. The booking context never gets lost.
| Sub-view | Triggered by | Used for |
|---|---|---|
| Create booking | Book in header or Add group on public overview | Capture customer, tickets, and payment for a new booking. Pre-fills the deposit amount when the event requires one (see below) |
| Collect payment | Collect $N in header or Collect payment in Payments section | Take a payment against the booking's transaction |
| Add item | + Add item in Transaction summary section | Add merchandise, snacks, gift cards, or a one-off custom charge to the order |
| Edit pricing | Edit pricing in Slot pricing section | Override the slot's pricing model |
| Edit tickets | Edit tickets in Tickets section | Change ticket categories and counts on a booked slot |
| Reschedule | Reschedule in Slot details section | Move the booking to a new date and time |
| Cancel | Danger action row | Cancel a booking with slot-status and waiver-disposition options |
| Edit customer | Edit customer in Customer section | Change the customer attached to the booking |
| Edit slot | Edit slot in Slot details section | Edit the slot's timing, status, custom message, and slot settings |
| Notes | Add in Notes section header | Compose a new note or edit an existing one |
| Activity log | Activity log section header | Browse the chronological feed of changes |
| Send email | Send email or Resend confirmation in Customer communication | Pick a template and send an email to the customer |
| Communication history | View history in Customer communication | Browse every sent email with status badge chain |
Header buttons by state
| State | Buttons |
|---|---|
| Available, has Create bookings permission | Book, Add to cart |
| Booked with due balance > 0 | Collect $N |
| Public booking overview, has Create bookings permission | Add group, Add to cart |
| Public booking child selected with due balance > 0 | Collect $N |
| All states | Close (X) button |
Sections by status
| Section | Available | Booked | Completed | Public Overview |
|---|---|---|---|---|
| Slot details | Yes | Yes | Yes | Yes |
| Customer | No | Yes | Yes | No (per child only) |
| Tickets | No | Yes | Yes | No (per child only) |
| Transaction summary | No | Yes | Yes | No (per child only) |
| Payments | No | Yes | Yes | No (per child only) |
| Custom fields | No | Yes | Yes | No (per child only) |
| Customer communication | No | Yes | Yes | No (per child only) |
| Waivers | When waivers exist | Yes | Yes | No (per child only) |
| Notes | Yes | Yes | Yes | Yes |
| Staff | Yes | Yes | Yes | Yes |
| Subtasks | Kanban only | Kanban only | Kanban only | Kanban only |
| Attachments | Kanban only | Kanban only | Kanban only | Kanban only |
| Event details | No | No | When instances exist | No (per child only) |
| Slot pricing | Yes | No | No | No |
| Resources | Yes | Yes | Yes | Yes |
| Activity log | Yes | Yes | Yes | Yes |
Section header controls
| Section | Right-side actions |
|---|---|
| Slot details | Reschedule (booked), Edit slot (not completed) |
| Customer | Edit customer (when has transaction), "View details" external link |
| Tickets | Count badge, Edit tickets |
| Transaction summary | Due warning icon, "View details" external link |
| Payments | Due warning icon, Collect payment link |
| Custom fields | Count badge, alert badge, Copy dropdown |
| Customer communication | None |
| Waivers | Count badge |
| Notes | Count badge, Add link |
| Staff | Count badge, Add link, View task link |
| Subtasks | Progress badge, View task link, Add link |
| Attachments | Count badge |
| Event details | Issue alert icon, status badges per instance, "View details" link |
| Slot pricing | None (Edit pricing is at the bottom of the body) |
| Resources | Count badge |
| Activity log | Right arrow (opens sub-view on click) |
Inline editable fields
| Field | Where | Edit behavior |
|---|---|---|
| Status | Slot details section | Dropdown when not Booked or Completed |
| Workflow state | Slot details section | Dropdown including Unassigned |
| Lock toggle on resource | Resources section | Click to lock or unlock |
Public booking pill navigator
| Pill | Content |
|---|---|
| Overview | Aggregated Groups / Guests / Paid / Due stats plus a clickable list of every child group |
| Per-child pill | The customer name (or "Group N") for that booking |
Section default state
| Default | Sections |
|---|---|
| Expanded | Slot details, Customer |
| Collapsed | Tickets, Transaction summary, Payments, Custom fields, Customer communication, Waivers, Notes, Staff, Subtasks, Attachments, Event details, Slot pricing, Resources |
Danger action row
| State | Action |
|---|---|
| Booked + cancel permission | Cancel booking — opens Cancel sub-view |
| Public child + cancel permission | Cancel sub-booking — cancels only the selected group |
| Non-booked + delete permission | Delete slot — permanent removal |
Responsive widths
| Breakpoint | Width |
|---|---|
| Desktop (> 1200px) | 520px |
| Tablet (768–1200px) | 450px |
| Mobile (< 768px) | Fullscreen |
Good to know
- The drawer is the same surface from every view. Open it from List, Calendar, Resource calendar, or Kanban — you get the identical detail view and sub-views. The Subtasks and Attachments sections only render in the Kanban context, since they're project-management features.
- Status and Workflow state are inline editable in the Slot details section. Pick a new value from the dropdown and the change saves immediately. Booked and Completed lock the Status dropdown — use Cancel for booked, or open the appropriate sub-view to make safe changes.
- Sections collapse by default except for Slot details and Customer. Click any section title to expand it. Collapsed state is per-section, not global.
- The header's Collect $N button mirrors the inline Collect chips on the bookings views. They open the same Collect payment sub-view.
- Public bookings show a pill navigator at the top with Overview and one pill per child group. Per-child sections (Customer, Tickets, Transaction summary, Payments, etc.) only render when you've selected a specific child.
- Cancel booking releases the slot; Delete slot is permanent. Cancellation preserves history; deletion does not. Pick the right danger action.
- Cancel sub-booking is the public-booking variant of Cancel — it removes one group's booking from a shared slot without affecting the other groups.
- Custom field alerts show in a peek strip even when the section is collapsed so you can spot important answers without expanding everything.
- The activity log is a sub-view, not a collapsible section. Clicking the header navigates inside the drawer; the back arrow returns to the detail view.
- Incomplete bookings get a recovery banner. When a slot is Booked but missing its transaction (from an interrupted flow), reset it to free the slot back up.
- Resources have a lock toggle that controls whether they get auto-reassigned by autoblock rules. Click the lock icon next to any resource to flip it.
- The drawer is fullscreen on mobile. Desktop and tablet keep it as a side panel; phones get the full screen since 520px would be impractical.
- Add items in place without leaving the booking. The Transaction summary section's + Add item link opens a catalog browser that behaves identically to the Add item flow on the Transactions page — receipts and confirmation emails render the new line the same way. Catalog items can be price-overridden; custom items require a positive price (use a 100%-off promo to comp).
- Out-of-stock items stay visible in the Add item catalog so you know they exist, but they can't be added. Use + Custom item for anything not in inventory.
- Customer communication is per group on public bookings. Each child gets its own counts, send buttons, and history. One customer's communication record never bleeds into another's.
- Email history is capped at 500 emails per transaction. In practice no single transaction comes close to that, so there's no pagination today.
- Every email status badge has its own timestamp in the Communication history. No relative "X ago" labels — you see exactly when each step (Sent, Delivered, Opened, Clicked, etc.) happened.
- Payment-request emails surface the outstanding balance before you send so you don't request the wrong amount.
- Waive taxes and Waive fees toggles persist. They live below the Transaction summary totals and save to the transaction itself. Every later edit (promo, item add/remove, booking add/cancel, group-size change) respects the saved waiver — taxes and fees won't silently come back. The same toggles surface on the Transaction details page's Taxes/Fees/Tips tab.
- Inclusive-tax pricing groups: waiving taxes actually reduces the price. For groups where tax is built into the shelf price, flipping Waive taxes extracts the tax from the price rather than just hiding the line on the receipt. The customer pays less when waived.
- Each tax and fee renders on its own row in the Transaction summary, matching the breakdown on the Transaction details page. Collapsed "Taxes" and "Fees" rows are gone.
- Create booking pre-fills the deposit when the event requires one. The Payment options toggle defaults to Deposit, the amount is calculated automatically (flat or per-participant), and an info note explains the policy. Switch to Full or Custom if you need to charge differently.
- The deposit amount is capped at the booking total. Even if a per-participant deposit math would exceed the total, the system caps it. On heavily over-configured deposits, the Deposit and Full pills can display the same dollar amount — that's the cap working, not a bug.
- Deposit defaulting is the modern Create booking flow only. The legacy Transactions > Create new transaction page doesn't pre-fill a deposit and will be replaced in a future release.
FAQ
Q: How is the drawer different between List, Calendar, Resource calendar, and Kanban views?
A: The drawer renders the same detail view and sub-views regardless of where you opened it from. The only difference: Subtasks and Attachments sections render only when the drawer is opened from the Kanban view, since those are project-management features tied to that workflow.
Q: Why can't I change the status on a booked slot?
A: Booked and Completed statuses lock the Status dropdown because changing them has downstream consequences (transactions, refunds, waivers). Use Cancel booking for a booked slot or Edit slot for a completed-but-incorrect status.
Q: I clicked Reschedule but didn't see it. Where is it?
A: Reschedule appears in the Slot details section header on Booked slots when you have the Update bookings permission. Not on Available, Completed, or Cancelled slots.
Q: What does the lock icon on a resource do?
A: Locks the resource so it won't be auto-reassigned by autoblock rules. Unlocked resources can be auto-shuffled when capacity changes; locked ones stay put until you manually unlock.
Q: How do I add another group to a public booking?
A: Open the booking and you'll see the pill navigator at the top with Overview selected. Click Add group in the header to open the Create booking sub-view, prefilled to add a child to the shared slot.
Q: What's the difference between Cancel booking and Cancel sub-booking?
A: Cancel booking is for regular (non-public) bookings — it cancels the booking and releases the slot. Cancel sub-booking is for public bookings — it removes one group's booking from a shared slot, leaving other groups' bookings intact.
Q: Where do payments live?
A: The Payments section inside the drawer shows every payment recorded against the booking's transaction. Collect payment opens the Collect payment sub-view to take a new payment. For the full transaction view across every line item (siblings, add-ons, gift cards), use the "View details" link in the Transaction summary section.
Q: My drawer opens to Notes / Collect payment / Create booking instead of the detail view. Why?
A: That's the deep-link behavior. Specific inline actions on the bookings views open the drawer directly to a relevant sub-view: Add note chip → Notes, Collect $N chip → Collect payment, Book now button → Create booking. Use the back arrow to navigate to the detail view.
Q: Can I edit attachments and subtasks from List view?
A: No. Attachments and Subtasks render only when the drawer is opened from the Kanban view — they're tied to project ticket records that the Kanban view links to. Use the Kanban view to manage them.
Q: How do I know whether a customer received my email?
A: The Customer communication section shows a stats line ("N emails sent · Y opened · Z bounced"). Click View history to open the Communication history sub-view with per-email status (sent, opened, bounced, etc.).
Q: I deleted a slot by accident. Can I recover it?
A: Deleted slots aren't recoverable. Cancel booking preserves history; Delete slot is permanent. Verify what you're clicking before confirming.
Q: How do I add merchandise or a one-off charge to an existing booking?
A: Open the booking drawer and expand the Transaction summary section. Click + Add item to open the Add item sub-view. Browse the catalog tile grid, filter with the category chips or search, click a tile to expand its quantity and price controls, then click Add to order. For anything not in your catalog, use the Custom item tile at the end of the grid to enter a name, optional description, quantity, and positive price.
Q: Can I add a free item to a booking?
A: Yes for catalog items, no for custom items. Catalog items can be overridden to any price including zero via Override. Custom items require a positive price — to comp something custom, apply a 100%-off promo code instead.
Q: Why can't I add an item that's out of stock?
A: Tracked items show their stock count on the tile. When the count hits zero, the tile is dimmed with a struck-through name and an Out of stock badge, and clicking it doesn't expand the selection strip. Use + Custom item for a one-off if you need to charge for it anyway, or set the item to unlimited stock on the Inventory page.
Q: How do I send a reminder or follow-up email from a booking?
A: Expand the Customer communication section and click Send email. The picker groups options into Simple emails (Booking confirmation, Reminder, Follow-up, Payment request) and Custom templates from Mail > Custom emails. Pick one and click Send email.
Q: I don't see Payment request in the simple emails list. Why?
A: It's disabled (with "No balance due" next to the option) when the transaction has nothing outstanding. Collect a refund or wait for a balance to be due, and the option re-enables.
Q: Can I send an email to someone other than the booking customer?
A: With a custom template, yes — the Recipient field is editable and a warning appears when the address differs from the booking customer. Simple emails (confirmation, reminder, follow-up, payment request) always go to the customer on file.
Q: How do I know if a customer opened my email?
A: Click View history in the Customer communication section. Each email row shows a chain of status badges (Sent → Delivered → Opened → Clicked) with absolute timestamps per badge. The section header also shows running totals ("N emails sent · Y opened · Z bounced").
Q: I'm booking a customer over the phone and the deposit should be $40, but the Amount to pay field is locked. Where do I unlock it?
A: The Payment options toggle is on Deposit (or Full), which locks the amount. Switch the toggle to Custom and the Amount to pay field unlocks for free-form entry up to the booking total.
Q: Both the Deposit and Full pills show the same dollar amount. Did I configure something wrong?
A: Probably not — that's the system capping the deposit at the booking total. Per-participant deposits can math out higher than what's owed; the cap prevents overcharging. On games with that configuration, Deposit and Full end up displaying the same amount.
Q: I'm on the Create new transaction page (Purchases > Transactions) and the deposit isn't pre-filling. Why?
A: Deposit defaulting only happens in the modern Create booking sub-view of the booking drawer (reached from the calendar, resource calendar, or event calendar). The legacy Create new transaction page doesn't pre-fill the deposit; it'll be replaced in a future release.
Q: Why are gift card delivery emails missing from the picker?
A: Gift card delivery and gift card purchase confirmation emails are part of the gift card flow on the Transaction details page, not the booking drawer's manual-send picker.
Q: A customer received my email twice. Did I send it twice?
A: Check View history in the Customer communication section. Each send is timestamped, so duplicates show as two rows. Automated sends from Mail > Automated emails appear in the history with System (automation) as the sender.
Q: I waived taxes on a booking but they came back after I added an item. What changed?
A: That's the old behavior. Waiver state is now stored on the transaction, so any later edit (item add or remove, promo, group-size change, etc.) respects the saved waiver. The Waive taxes toggle below the Transaction summary totals saves immediately and persists through every recalculation. Flip it off any time to bring the charges back.
Q: I'm on inclusive tax pricing. Does waiving taxes actually reduce the price?
A: Yes. For inclusive-tax groups, flipping Waive taxes extracts the tax from the shelf price so the customer pays less. The tax line on the receipt also goes away. Previously this only hid the line; now it's actually deducted.
Q: Why does each tax and fee have its own row instead of a collapsed Taxes / Fees row?
A: The Transaction summary in the drawer now mirrors the per-line breakdown shown on the Transaction details page. One row per applied tax, one row per applied fee — same labels and amounts in both places.