Add an event booking for a guest
When a guest or a company gets in touch by email or phone – for example about a Christmas buffet that should be invoiced – you add the event booking yourself. The booking lands on the occurrence right away and counts towards the seats, just like when the guest books online.
Where you add the booking:
- From the guest list: go to Admin → Bokning → Events & Resurser → Events, open the event and the Tillfällen (occurrences) tab. Click the Visa besökslista (guest list) icon on the date and then Lägg till bokning (add booking). The occurrence is already selected
- From the booking view in admin: click Ny bokning → Eventbokning (new booking → event booking) and pick the occurrence in the list
- In the POS: open the booking view and tap Ny bokning → Eventbokning
Fill in:
| Field | Description |
|---|---|
| Tillfälle (occurrence) | The list shows upcoming occurrences with the number of seats left. Tap Byt (change) to pick another date |
| Antal gäster (guests) | How many are coming |
| Namn (name) | Required – the guest's or contact person's name |
| Telefon and E-post (phone and email) | Optional. With a phone number the booking is linked to the guest in the guest register and can get a confirmation SMS |
| Intern anteckning (internal note) | Visible to staff only, never to the guest. For example "Drink tickets: 2 snaps and 2 meal drinks per person" |
| Betalning (payment) | Ej angivet (not set), Betalar på plats (pays on site) or Faktureras (invoiced). See Payment method on the booking |
| Skicka bekräftelse-SMS | Tick if the guest should get a confirmation. Requires a phone number |
Click Boka (book). The booking is confirmed right away.
When the occurrence is full – overbooking: If the party doesn't fit, a warning is shown, for example "12 gäster men bara 10 platser kvar — 2 över maxantalet" (12 guests but only 10 seats left – 2 over the maximum). Tick Boka ändå (överbokning) (book anyway) if you still want to take the party. In admin this requires the Redigera bokning (edit booking) permission. In the POS a manager approves with their PIN code if you lack the permission yourself. The occurrence then shows more booked than the maximum, so you can see it's overbooked.
Difference from the guest's own booking:
- The booking window and Max gäster/bokning (max guests per booking) only apply to online booking. Staff can book after online booking has closed and take larger parties
- A staff booking takes no payment and no card guarantee, even if the event has them online. Agree on payment with the guest and mark the booking with a payment method
- You need the Skapa bokning (create booking) permission
The internal note: The note shows right under the guest's name in the guest list and in the booking's panel, both in admin and in the POS – so staff know about the evening's parties without separate notes. You can change it later under Interna anteckningar (internal notes) when you open the booking. Bookings the guest made online may have a booking number; it is shown as Bokningsnr in the guest list.
Good to know:
- Only standing events can be booked here. Book seated events with table placement as usual from the booking view
- Cancelled occurrences and occurrences that have already happened are not shown in the list
- If the guest needs to change date or cancel, do it from the guest list with Byt tillfälle or Avboka. See Events – Create and Manage Events
This feature is part of Vendion Booking.
Curious how it looks in practice? Read more about the product or book a short demo.
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