> ## Documentation Index
> Fetch the complete documentation index at: https://clubdock.co.uk/docs/llms.txt
> Use this file to discover all available pages before exploring further.

# The bookings list

> Find any booking by child, parent, reference, programme or day, and see what is owed on it.

**Bookings** is the list you work from day to day when chasing money or answering "what did they
book?". It shows every booking, newest first, with its reference, the parent, what it costs and what
is still owed.

> [!NOTE]
>
> Staff and Managers can both open **Bookings**. Some actions on a booking are for Managers only, as listed below.

## What each booking shows

* **The reference**, the parent, the total and what is owed.
* **Who is going to what**: each child paired with each programme, and how many places that is — "Kofi Okafor · Breakfast Club · 2 places". A child's rows stay together, and brothers and sisters on one booking are grouped child by child.
* **Its payment status**: **Paid**, **Part paid**, **Unpaid** or **Overdue**, in words as well as colour.
* **The due date** while anything is still owed. A paid booking shows when it was booked instead.

A booking where every place was cancelled lists no children or programmes, because nobody is booked
on anything.

Press the parent's name to open their record on its **Bookings** tab, to see everything else they have
booked and what they owe in all.

![The bookings list with a booking card showing child and programme pairings, the status highlighted](https://mintcdn.com/club-dock/i5cYbq0jP2hBThbX/bookings/bookings-list.png?fit=max\&auto=format\&n=i5cYbq0jP2hBThbX\&q=85\&s=9c313d8462221466e0a304bc666bfe20)

## Find a booking

Search by a child's name, a parent's name or a booking reference in **Child, parent or reference**.

Then narrow the list with the filters:

| Filter | What it does |
| - | - |
| **Programme** | Bookings with at least one place on that programme. A booking that also covers other programmes still lists them all. Programmes no longer on sale stay in the list |
| **Sessions on** | Bookings with a place on that day. Each card then also lists who is in that day, on what, at what time |
| **Payment** | **Unpaid**, **Part paid** or **Paid** |
| **Method** | How the booking is being paid |
| **Accounts** | **In your accounts**, **Not sent yet** or **Sync problems**. Shown only when Xero or QuickBooks is connected |
| **Overdue only** | Bookings past their due date, judged by the date in the UK |

All the filters apply together, so you can find Monday's bookings that are also unpaid. **Clear filters**
removes them all, including the date.

> [!TIP]
>
> When a parent rings to say "change Monday to Tuesday", they rarely know the reference. Pick Monday under **Sessions on**, and the bookings with a place that day appear, each naming who is in.

A cancelled booking that still shows a balance is never counted as overdue: cancelling re-works the
total from the places left, so it owes nothing.

## Open a booking

Press a booking to see it in full: its **Places**, **Payments**, any **Charges** and **Credit notes**.

## Actions on a booking

Press the **⋯** menu on a booking card. What you see depends on your role and the booking:

| Action | Who | When it appears |
| - | - | - |
| **Record a payment** | Staff and Managers | When something is owed and no accounting software is connected |
| **Send a payment reminder** | Staff and Managers | When something is owed |
| **Issue a credit note** | Managers | Always |
| **Add a charge** | Managers | Not on a cancelled booking |
| **Refund credit** | Managers | When the family has credit to give back |
| **Change booking** | Staff and Managers | Not on a cancelled booking |
| **Cancel booking** | Staff and Managers | Not on a cancelled booking |
| **Refresh from accounts** | Staff and Managers | When Xero or QuickBooks is connected |

See [Cancelling and changing a booking](https://clubdock.co.uk/docs/bookings/cancelling-and-changing.md), [Charges](https://clubdock.co.uk/docs/programmes/charges.md)
and [Credit and refunds](https://clubdock.co.uk/docs/money/credit-and-refunds.md).

> [!NOTE]
>
> With Xero or QuickBooks connected, payments are recorded in your accounting software and read back, so **Record a payment** does not appear. See [What reaches your accounts](https://clubdock.co.uk/docs/accounting/what-reaches-your-accounts.md).

## When nothing shows

* **No bookings yet** — nobody has booked. Bookings appear here as soon as families book, or when you [book for a family](https://clubdock.co.uk/docs/bookings/booking-for-a-family.md).
* **Nothing matches these filters** — press **Clear filters** to see everything again.


## Related topics

- [The Parents list](https://clubdock.co.uk/docs/families/parents.md)
- [Money owed to you](https://clubdock.co.uk/docs/money/money-owed.md)
- [When something does not sync](https://clubdock.co.uk/docs/accounting/when-something-does-not-sync.md)
- [Cancelling and changing a booking](https://clubdock.co.uk/docs/bookings/cancelling-and-changing.md)
- [A family's records](https://clubdock.co.uk/docs/families/a-familys-records.md)


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