Manage Your Day Pass Bookings

This guide walks you through every step your team must follow in the Day Pass Hub to manage semi‑automatic bookings, from reviewing new requests to sending reminders, suggesting alternatives and, if necessary, cancelling them.

Semi‑automatic bookings require one or more actions on your part to complete the reservation and deposit payment. By contrast, automatic bookings arrive fully confirmed, with no further steps needed. This guide focuses solely on semi‑automatic bookings.

When you land on Day Pass Hub page, you’ll see all your bookings, in order of date, with the ones occurring soon at the top.  

Just above the booking cards, you’ll find filters for specific booking statuses. This is especially handy when you have multiple bookings in your Day Pass Hub.

IMPORTANT: Booking cards for past dates no longer appear in the Day Pass Hub, only upcoming bookings are displayed.

A useful feature of the booking cards is the  BOOKING ID  button. Clicking it opens the exact listing in the Day Pass Finder where the guest made their original booking.

When a guest books, you’ll receive an email notifying you that a new booking requires your attention. As soon as email arrives, head to your Day Pass Hub to manage the booking straight away.

• Check availability for the requested date and option.

• If you have availability, select  CONFIRM, then click  SUBMIT.
• The guest will receive an automated email confirming their booking and asking them to pay the deposit within 24 hours of booking, or sooner if the day pass date is less than 24 hours away.
• You and the guest each get an email record of your action.

• The booking status changes to AWAITING DEPOSIT, and you’ll see the  REMINDER and CANCEL BOOKING  options.

After confirming a booking, the status updates to AWAITING DEPOSIT. Although the guest has already been emailed to pay the deposit within 24 hours, you can send another reminder. Here’s how:

• Select REMINDER, then SUBMIT.
• The guest will automatically receive an email asking them to pay the deposit as soon as possible.
• You and the guest each get an email record of your action.

PLEASE NOTE: Reminders are entirely optional. If you choose to send one, we suggest doing so 24 hours after the booking, as the guest has already been informed. The reminder is intended to reach guests who missed the 24‑hour deadline and offer them a chance to pay the deposit before their booking is cancelled. You can send as many reminders as you like.

• Select CANCEL BOOKING, then SUBMIT.
• The guest will automatically receive an email informing them they missed the deposit deadline and that their booking has been cancelled.
• You and the guest each get an email record of your action.

When a guest books, you’ll receive an email notifying you that a new booking requires your attention. As soon as email arrives, head to your Day Pass Hub to manage the booking straight away.

• Select DECLINE, then click  SUBMIT.

• The guest will receive an automated email informing them that you don’t have availability for the requested date or option and that their booking has been cancelled.
• You and the guest each get an email record of your action.

• The booking status changes to NO AVAILABILITY, and you’ll be asked if you want to suggest an alternative.

• Click the YES button.

• Enter your suggestion (see below suggestion ideas).
• Click SEND & DECLINE.
• Your guest will receive an email notifying them that the booking has been cancelled. The email will also include your suggestion, allowing them to make a new booking based on it.
• You and the guest each get an email record of your action.

• “We have availability on [new date]. Please make a new booking for that date.”

• “We’re fully booked on [original date], but can offer [alternative date] or [different package].”

• The status changes to  BOOKING DECLINED. No further action is required at this stage. If the guest follows your suggestion, they can make a new booking. Declined bookings automatically disappear once the day‑pass date has passed.

All declined bookings appear with the status  NO AVAILABILITY. If you don’t want to suggest an alternative, you can simply cancel the booking and close it for good:

• Click NO, DECLINE.
• You will get an email record of your action.
• At this stage, the guest won’t receive an email.

• The status changes to  BOOKING DECLINED. No further action is required at this stage. Declined bookings automatically disappear once the day‑pass date has passed.

Every time you take action, CONFIRM, DECLINE or REMINDER, both you and the guest will receive an automated email that:

• Confirms what happened.

• Provides the suggestion message you sent (if any).

• Gives the customer clear next steps.

This ensures you have proof of every booking decision.

• Confirm promptly on high‑demand dates to lock in revenue.

• Send up to two reminders before cancelling to avoid losing the sale.

• Use suggestion messages whenever possible to retain interest.

• Keep messages concise and friendly, mirroring the templates above.

With these steps you’ll manage Day Pass bookings smoothly and keep both your records and your guests happy.