Knowledge BaseManaging reservations
Staff change prices and participants, collect and split payments, change the owner, cancel, resell or restore bookings, refund customers, export reservation lists and import reservations from another system.
When a reservation needs a price change, a payment, a new owner or a refund, staff do it on the reservation, opened from the calendar or from All reservations.
Handle the usual requests
- A free slot for your coach. Book it and type €0 over the price.
- Four people, four payments. Enable shared payment on a booking the owner has not paid yet. Each person pays their own share in the app.
- Pay at the POS. Move to POS sends an unpaid share to the till.
- A company that pays monthly. Select its bookings in the calendar and Create invoice.
- A tournament weekend on resources you had booked yourself. Turn into event replaces your manual reservations with an event that takes their resources and times.
- The switch from another system. Import reservations brings bookings over from a CSV file.
Price and participants
Edit price changes what one participant pays while their payment is pending. To reprice a paid share, refund it first. A new price replaces any discount the participant had.
Add participant adds a customer as paying or non-paying. Non-paying participants are on the booking without owing anything. On a resource priced per participant, everyone you add pays the resource's price.
Additional services on a participant shows the booking extras they bought, such as a racket rental. Staff can add extras there or refund one.
Payments
Payment actions on the reservation collect what is still open. You can confirm a payment made outside Thril, such as cash or a card on your own terminal, invoice unpaid shares with Create invoice, split the price between paying players, or send an unpaid share to the POS. Invoice share on a participant invoices that share alone. See Invoicing reservations by share.
When an automatic charge fails, the customer can pay in the app, or you record how the payment was settled or waive it.
Shared payment
Shared payment needs an owner who has not paid yet and a resource priced per booking. The owner can be any customer: a Thril user, a guest or a company customer. You can share the payment of a past booking too, for example to collect from the players after the game.
Under Missing shares you choose who pays what the players leave unpaid:
| If you want… | Choose | What happens |
|---|---|---|
| The booking paid in full without chasing anyone | The owner covers missing shares | Shares still unpaid a few hours after the booking ends are charged from the owner, automatically or manually depending on their payment method. Open spots stay open for players to join. |
| Each player to owe only their own share | Each payer pays only their own share | Nobody is charged automatically. Players can join the open spots, or you fill them yourself. The booking shows as unpaid until every spot has a payer and each share is paid, invoiced, waived or marked paid. |
The owner covers missing shares works for an owner with a Thril account until the booking ends. A company customer can be a payer when each payer pays their own share.
When an open shared payment can no longer charge the owner, it turns into one where each payer pays their own share. That happens when you move the booking into the past or change the owner to a guest or a company customer.
Reopening a confirmed payment
To open a confirmed payment for payment again, choose Refund payment, pick Handle manually so no money moves, and tick Mark as unpaid. Credits and session card uses go back to the customer, and the participant owes the price again. Mark as unpaid is there for a full refund of a payment with no earlier refunds. For a partly refunded payment, cancel the reservation with Handle manually and book it again.
Owner, sale and cancellation
Change owner moves the booking to another customer and refunds the previous owner by the method you choose. See Shared payment for what a new owner without a Thril account means for an open shared payment.
Put up for sale lets other customers book the time, for a confirmed or invoiced booking that has not started. If other bookings take the whole time, this booking is cancelled and its participants get their money back. If they do not, the booking is marked Canceled (not sold) when the time starts. Only what was paid for extras comes back, and the booker still owes any unpaid shares. Remove from sale takes it back.
Cancel reservation asks for a refund method and whether to notify the customer. You can give a reason and a message, and the customer sees both. Restore reservation brings back a cancelled or not-sold booking and takes the time from the calendar again. Participants are notified, and anyone whose payment was refunded must pay again.
An open reservation is managed from its own details. See Open reservations.
Refunds when a booking is sold or cancelled
When another customer buys a booking that was for sale, or a booking is cancelled within your cancellation rules, each participant gets their price back:
| How the participant paid | What they get back |
|---|---|
| Online in Thril | A refund by their refund preference or the method you pick |
| As part of a recurring series paid upfront in Thril | That reservation's share of the payment, as credits |
| An invoice, the POS, or imported as paid | The price as credits at your venue |
| A session card | The use goes back on the card |
Credits are the participant's price after discounts. Credits from employee benefit money such as Epassi are spent where that benefit is accepted. An invoice stays as it is, and the customer still pays it. You settle refunds for guests and external customers without a Thril account yourself.
When you cancel a booking or refund a payment yourself, you pick where the money goes:
| Refund | Pick |
|---|---|
| To the card or Stebby the customer paid with in Thril | Via original payment method. A payment that can't be refunded that way comes back as credits |
| As credits at your venue | Refund as credits |
| By the customer's own refund preference | Handle automatically via Thril |
| In cash over the counter, or another way | Handle manually. Thril moves no money, and you settle it yourself |
| Nothing | Do not refund |
The first three are offered only for customers with a Thril account.
Replacing manual bookings with an event
Turn into event works on confirmed manual reservations that nobody has paid, on one day. The event takes their resources and runs from the earliest start to the latest end. The reservations are cancelled when you publish the event, and their participants are notified.
Lists, exports and imports
All reservations lists every booking with filters. Its menu exports what the filters show:
- Export as CSV for your own spreadsheets.
- Create summary PDF lists the reservations, ready to attach to an invoice you send outside Thril, such as a club's monthly bill.
Import reservations in the same menu reads a CSV file of single bookings. You match the resources and customers, and the preview flags rows whose time is already taken.
Bookings imported as paid show as paid but carry no payment in Thril, because the money was collected in your old system. They do not appear in your payment reports. Season slots import separately. See Recurring reservations.
The reservation calendar
Staff run the day from the reservation calendar, with day, week and TV views, booking for a customer at the front desk, moving bookings, acting on many at once, and the Games and Agenda views.
Recurring reservations
Clubs and regulars get the same court or studio every week for a season, set up by staff or sold in your shop, with per-session discounts, invoicing and shared payment.