Help & Support

Help & Support

Frequently Asked Questions - Bookings

How do I add a booking?

Using UKChalets to manage your bookings couln't be simpler. To start, go to the "Add Booking" page.

On this page most fields are optional - we only require a unique booking name, which property it applies to (if you have multiple), and the start/end dates.

We provide more advanced features for you to use if you wish to do so:

  1. Recording customer name/address/telephone/email details.

  2. Enter the base price of the booking.

  3. Add any optional extras - such as pet premiums, cot hire, etc.

  4. Apply any discounts - such as fixed or percentage off booking.

  5. Record payments already made by the customer. This is useful when you want to send payment reminders.

  6. Plus, any extra notes you want to record with the booking.

We also provide automatic email notifications to the customer on your behalf (by checking the chosen notification boxes).

If you check the "Send booking confirmation email to the customer" option, we will contact the customer via the email address supplied in the customer email address field to let them know their booking has been confirmed/reserved/cancelled.

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How do I edit a booking?

Editing a booking is simple. Go to the "Manage Booking" page, then find the booking you wish to edit - either in the table, or using the calendar.

Click the options button, then select "Edit Booking" from the dropdown list.

Once loaded, make any changes you need and/or add any new payments made (such as further installments), then scroll down and click "Save Booking".

Your booking will now be saved.

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How do I confirm a booking?

Go to the "Manage Booking" page, then find the booking you wish to edit - either in the table, or using the calendar.

Click the options button, then select "Confirm Booking" from the dropdown list.

A confirmation window will load for you to confirm your action.

You can also check the "Send Confirmation email to customer" box. If checked, we will send a booking update notification email to your customer.

This requires that the customer email address field is correct and valid for the booking.

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How do I send a payment reminder email?

Go to the "Manage Booking" page, then find the booking you wish to edit - either in the table, or using the calendar.

Click the options button, then select "Send Payment Reminder" from the dropdown list.

A confirmation window will load for you to confirm your action. If no outstanding payment is required, you will be notified and the reminder will fail.

Optionally, you can also add a custom message to accompany the payment reminder email.

This requires that the customer email address field is correct and valid for the booking.

The email is automatically created using the notification and reminder options to set on the property page.

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How do I send an invoice for a booking?

Go to the "Manage Booking" page, then find the booking you wish to edit - either in the table, or using the calendar.

Click the options button, then select "Send Invoice" from the dropdown list.

A confirmation window will load for you to confirm your action.

This requires that the customer email address field is correct and valid for the booking.
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How do I cancel a booking?

Go to the "Manage Booking" page, then find the booking you wish to edit - either in the table, or using the calendar.

Click the options button, then select "Cancel Booking" from the dropdown list.

A confirmation window will load for you to confirm your action.

You can also check the "Send Cancellation email to the customer" box. If checked, we will send a booking update notification email to your customer.

This requires that the customer email address field is correct and valid for the booking.
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How do I download/save a booking?

Go to the "Manage Booking" page, then find the booking you wish to edit - either in the table, or using the calendar.

Click the options button, then select "Download PDF" from the dropdown list.

You will then be prompted to save and/or view the PDF File.

Other report formats are available on the "Generate Booking" page. For more information on reports, see "How do I generate a booking report?"

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How do I print a booking report?

Go to the "Manage Booking" page, then find the booking you wish to edit - either in the table, or using the calendar.

Click the options button, then select "Print Booking" from the dropdown list.

You will then be prompted by your browser to print the file.

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How do I view my bookings in calendar form?

Go to the "Manage Booking" page. From here you can use the icon buttons in the top right hand corner.

The first toggle is the tabular view - which is shown by default.

The second toggle changes the layout to the calendar view.

You can select booked dates on the calendar and the attached booking information will be highlighted in the information section on the right. Please note that this not available on small devices. To switch to a different property, use the "Choose Property" select box to select your chosen property. The calendar will then be updated with this information.

The third toggle changes the layout to the row view.

This shows an overview of all of your properties.

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How do I generate a booking report?

You can generate reports from the "Generate Report" page.

This form allows you to create a customised report. We have split the options into steps.

Step One - Choose a report type

Select one of the preset booking types or bookings from a custom date range. A dropdown box will appear for you to enter your selected date range. You can also choose "single booking report" to generate a full page report on a single booking.

Step Two - Choose Property(s)

Check the box next to each property you want to include in the booking report. Alternatively, uncheck the box to exclude properties. If you chose the "single booking report" option above, this option is disabled.

Step Three - Tokens

To fully customise your report, you can choose which tokens - or bits of information about your booking, are included in your report. To do this, using the arrows, simply move "available tokens" into the "selected tokens" box. You can also move tokens from the "selected tokens" back into the "available tokens" box to remove them from the report.

Step Four - Format

We currently have 4 different output options.  They are:

  1. View Online.

  2. Print Report.

  3. Download PDF File.

  4. Download CSV File.

Once completed, click "Generate Report" to actually generate the report.

We will be adding new report types in future updates.

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How do I record a payment on a booking?

Go to the "Manage Booking" page, then find the booking you wish to edit - either in the table, or using the calendar.

Click the options button, then select "Record Payment" from the dropdown list.

Once the form has loaded, enter the "Payment Date", "Payment Name" and the actual payment amount.

You can also check the "Send Payment Confirmation email to customer" box. If checked, we will send a payment acknowledgement email to your customer.

This requires that the customer email address field is correct and valid for the booking.

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