Who can do this: everyone on your team, with two carve-outs — only Owners and Managers can record payments, add or edit players, resend waiver links, or delete a booking. Where: click any booking row on the dashboard or the bookings list.
The summary strip#
At the top: booking type, customer name, date and time, play area, and total — plus "(paid: $X)" or "(unpaid)" so you know where you stand before reading anything else.
"Payments"#
| Field | What it does |
|---|---|
| "Amount Paid" / "Amount Collected" | "What the customer has actually paid. Update this after taking payment over the phone or at the counter." Editable by Owners and Managers; read-only for Staff. |
| "Amount Due" | Calculated for you. Turns amber when money is outstanding. |
You may also see notes explaining the extras the customer paid — the booking fee ("platform fee — not part of your revenue"), the processing fee ("included in your payout"), and sales tax ("included in your payout. You are responsible for remitting it.").
Full walkthrough: Taking payment.
"Schedule" — rescheduling#
"Date", "Start Time", "End Time".
The date picker greys out days you're closed or don't offer that activity.
Rescheduling doesn't email anyone by itself. Tell the customer yourself.
"Customer Information"#
"Customer Name", "Party Name", "Email", "Phone". Fix typos here — the email is where confirmations and reminders go.
"Reservation Details"#
"Booking Type", "Party Type", and "Status".
If the booking has a play area it's shown read-only, with the note "Play area assignment cannot be changed here." To move a group to a different field, cancel and rebook, or handle it verbally on the day.
Depending on the booking type you'll either see gear read-only ("{tier}: N players" with a total) or editable "Gear Package" and "Player Count" fields.
The statuses#
| Status | Use it when |
|---|---|
| Pending | Awaiting payment, or pay-on-site. Still holds gear. |
| Confirmed | Paid (or you've decided to honor it). The normal state. |
| Checked In | Set automatically as you check players in. |
| Completed | They played. |
| Cancelled | Not happening. Frees the gear and the play area. |
| No Show | Didn't turn up. Keeps the record for your no-show rate in Reports. |
The "Notify the customer?" modal#
Changing a booking from Pending to Confirmed pops a modal:
"Notify the customer?" "Confirming this booking can email {name} their booking confirmation and a waiver link for every player. Skip this if you've already sorted it out with them directly — the status change saves either way."
Owners and Managers also see "How much did you collect?", prefilled with the full amount due — "Prefilled with the full amount due. Set it to 0 if you haven't taken payment yet."
Two buttons: "Don't send" and "Send confirmation + waivers". The status saves either way — the choice is only about whether emails go out.
"Add-ons" and "Notes"#
Add-ons are listed read-only. "Notes" is a free text box for anything your team should know — "celebrating a 10th birthday, cake at 2pm", "customer is bringing their own marker, needs a chrono check".
"Players"#
The roster, with columns Name, Email, Phone, Gear, Party Type, Waiver, Check In, and actions.
"Add Participant"#
Owners and Managers. A modal with "Name", "Email (optional)", "Phone (optional)", and for a team event a "Team" picker showing "{team} (N left)".
Adding someone with an email sends them a waiver link straight away.
Limits are enforced: "This booking is sold for {N} players.", "This party is at capacity.", "This event is sold out.", "{Faction} is full."
Per-player actions#
| Control | What it does |
|---|---|
| "Edit" | Modal titled "Edit player" — Name, Email, Phone, plus a pre-ticked "Email them their waiver link". This is how you fill in a "Player 1" placeholder. |
| "Send Link" | Resends the waiver — by email, and by text for the organizer if SMS is on. |
| "Check In" | Marks them present. Greyed with "Waiver required." until their waiver is cleared. |
| "Paper waiver on file" | Only if paper waivers are enabled for your field. |
"Group Waiver Page"#
Opens the customer-facing group status page, where the organizer can fill in guests and resend links themselves. Handy to have open while you're on the phone with them.
Saving#
"Save Changes" at the bottom, or "Cancel" to go back without saving. You'll see "Booking for {name} updated."
Common jobs#
A customer wants to move to another day. Change "Date" and the times, save, call them to confirm. Reminders reset automatically.
Someone paid over the phone. Set "Amount Collected" to what you took, set "Status" to Confirmed, and send the notifications from the modal.
A party grew from 12 to 15. Update "Player Count" if it's editable, then "Add Participant" for each new person so they get waivers. PBHQ will refuse if it takes the booking past its limit.
They never showed. Set "Status" to No Show. It'll appear in your no-show rate in Reports.
Someone shows up who isn't on the roster. "Add Participant" with their name, mark their waiver (or hand them a phone with "Sign Link" from the group page), then check them in.