Booking Management for Suppliers

Tutorial on how to manage bookings from you Winedering control panel

List all Bookings View Booking Details Confirm or Reject a Booking Update Booking Date/Time Cancel Confirmed Booking Manage Custom Refund Requests

List all Bookings

The reservation list is automatically displayed when you click the "Control Panel" button in the top menu.

To view all bookings anyway, simply login, click on "Control Panel" in the menu bar at the top and enter the "Bookings" section within the "Supplier Area". 

Booking Status

Each booking can be in a specific status:

  1. Waiting Supplier Confirmation: this is the most important status for you, cause it means that the booking is waiting for you to be urgently confirmed or rejected.

  2. Canceled By Customer: this status means that a booking already confirmed by the customer (and maybe by you also) has been canceled by the customer.

  3. Confirmed: this status means that the booking has been confirmed by both you and the customer.

  4. Completed: this status means that the booking has been succesfully completed.

Booking Settlement Status

A booking will be paid by Winedering to you only in the following cases:

  1. When the status is "Completed"

  2. When the status is "Canceled By Customer", but the customer canceled it AFTER the free cancellation deadline

For details on when and how Winedering settles your bookings, please refer to the dedicated guide clicking here.

You can filter bookings by status, name of the customer or code.

 
 

View Booking Details

To view the details of a booking, just follow the instructions up above to access bookings list and click on the link on the first column of each row, that reports the code of the booking and the "open" text. 

Confirm or Reject a Booking

To confirm or reject a booking you should follow, first of all, the instructions up above to view open a specific booking details page. Once open you have 3 buttons on the left:

  1. Confirm

  2. Reject

  3. Edit Booking Date/Time (instructions on a paragraph apart)

If you click on confirm, you confirm the booking instantly and the customer receive an email notification. In this moment Winedering take the total amount of the booking from the credit card of the customer, so that the customer will have nothing to pay to you directly. (Click here to check how and when you will receive the net amount)

If you click on reject, you reject the booking instantly and the customer receive an email notification. We will automatically delete the payment authorization on the credit card of the customer. 

Pay attention:

  1. Rejecting a booking drastically impact on the quality of your account and the ranking/visibility of your experiences on winedering.com

  2. You can call or text the customer to ask for a change of date/time before rejecting a booking

Here below 2 videos on how to confirm or reject a booking

 
 
 
 


Update Booking Date/Time

Important: Contact the Customer First to agree a new date and get authorization!

Before updating the date and/or time of a booking, YOU MUST GET AUTHORIZATION FROM THE CUSTOMER!!

You can change the booking date and/or time. Watch this video for instructions on how to update the booking date/time after getting the customer's authorization.

Winedering will send an email to the customer immediately upon processing the request. However, we cannot guarantee that the email will be received by the customer due to circumstances beyond our control, like: land in the spam or junk folder, be sent to an incorrect email address, be blocked or filtered by the email provider, fail to be delivered if the email account is full.

Reminder: Get Authorization First!!

Do not change the booking date or time without prior customer's approval.
If you make changes without informing them, they might miss the update and assume the original booking date is still valid.

 
 

Cancel Confirmed Booking

Even if you confirmed a booking, it could happen that you need to cancel due to force majeure. To do it, open a booking already confirmed and click on the button "Cancel".

To be as courteous as possible, you should contact the customer by phone or text/whatsapp to let them know about the cancellation in person, particularly if you are cancelling a few hours or days before the booking date itself.

Cancelling a confirmed booking can result in a drop in the ranking for the experience.
If cancellations occur rarely, the impact is limited or none, but frequent cancellations can have a huge impact.

To prevent this, please read the guide on how to manage your calendar to avoid bookings when you are unavailable.

Manage Custom Refund Requests

Sometimes, customers may want to request a refund for valid reasons even after the free cancellation period has passed. These reasons can include:

  1. Before the experience: family problems, cars accidents, logistics issues, illness

  2. After the experience: poor experience quality, forgotten booking by you, the experience booked was not the one provided...

To minimize phone calls, emails, and lengthy interactions between you, the customer, and our support team, we have developed a tech solution. This allows customers to submit a justified refund request, even if they know they are technically not eligible. You can then accept or reject these requests without any penalties.

How it works:

  1. Customers can submit a justified refund request once their booking is confirmed but the free cancellation period has expired, or after the booking is marked as "completed."

  2. You will receive an email notification and can view the refund request along with the customer's explanation in the booking window.

  3. Then, directly online within the booking details window, you can:

    1. Accept the Request: The booking will be marked as "Canceled by Customer," and Winedering will process the full refund. No further action is needed from you.

    2. Reject the Request: The customer will be notified via email. You have the right to reject the refund request without any penalties.

      1. If you do not respond within 72 hours, the refund request will be automatically rejected.

This system ensures a streamlined process for handling custom refund requests, saving time and effort for all parties involved.