Managing guests from booking invoices

Easily view, add, edit, and manage Guests directly from a Booking Invoice. Use this feature to update Guest information, attach or delete waivers and documents, and ensure your manifests and records remain accurate after the system has created the booking.

Learn how to access and work with the Item List and Guest List within a Booking Invoice, including adding Guests, editing Guests, managing Guest documents, removing Guests, and removing signed waivers.

New to the Booking Invoice? Read the first article in this series for an introduction to the Booking Invoice.

Accessing the features mentioned in this article

Where can I find this feature using the top menu?

• Click an active Booking ID anywhere in the system. For example, open the Booking Invoice from the Booking Index report (Reports > Booking Index > Booking ID > Booking Invoice > Guests tab). 

• You can also enter the Booking ID in the Search field found in the main menu to bring up the Booking Invoice.
   

What more do I need to use this feature?

• Admin or restricted permissions to Modify bookings.
• You must turn on Guest Forms within your account. See the article, Introduction to the guest form integration.
   

Which Checkfront version supports this feature - classic items, classic products, or both?

• This feature is available in both our classic version, which uses classic items (Inventory > Items), and our classic version, which uses classic products (Inventory > Products).  → Learn more about products

Manage Guests added to the booking via the Guest tab of the invoice. Here, Staff can view Guest information, add or remove Guests, and add or change Guest details.

Guest form For a detailed look at enabling and setting up Guest Forms, check out the following article: Introduction to the guest form integration

The Item List summarizes the items/products in the booking, including the name, date, time, the number of Guests, and the number of empty or filled Guest slots. 

Each list entry is expandable with the arrow to the left of the name, displaying the parameter or Guest Type breakdown for that item/product. 

The Guest List section displays details of added Guests in the booking, including their name, email, and record status. If empty slots remain, an + Add Guest option displays. You can learn more below.

When you select an existing Guest List record, an area to the right expands with details about the Guest. Staff can edit Guest information in this area as needed.

Staff can add Guests to the booking's Guest List.

1. Click + Add Guest next to the relevant item in the Item List
2. In the Add Guest form, enter details such as:
   • Guest name and email address.
   • Optional responses from your Guest Form fields.
     
     
      
3. Click Submit to add the guest to the list.

Learn more For a detailed look at adding Guests as a Booker, check out the following articles: Taking a look at guest forms within the booking flow Adding guests to a booking as the booker

Staff can change a selected Guest List record via the Edit button beside the Items and Guest Information sections.

1. Locate the Guest in the Guest List.
2. Click the Edit icon next to their name.
3. Update any relevant details such as name, email, and phone number.
4. Click the Save button to save your changes.

Learn more about Guest records For a detailed look at editing a Guest record, check out the following article: Editing the guest list

Have you activated the Waivers & Documents integration? Then, a Documents section displays where any completed waivers are displayed, you can fill out missing waivers, or Staff can attach existing waivers to the Guest record.

Learn more about waivers For a detailed look at waivers and attaching a document manually, check out the following article: Manually attaching a document to a guest Introduction to waivers & documents

To remove a Guest record from a booking,

1. Click the Delete button next to the guest's name.
2. (Optional) Select any attached documents that you want to remove with the Guest.
3. Choose Delete guest to complete the action.

Are you removing a Guest, and is a signed waiver attached to the Guest record? Then, you must confirm whether the system should also delete the waiver by selecting the checkbox next to the document's name in the Confirm modal.

The system does not select this option by default. If you don't choose to delete the document, it stays in the system even if you remove the Guest record.

Learn more about deleting waivers Admins can only delete waivers if enabled by the Allow Admins to Delete Documents waiver setting. Find out more about this setting here: Configuring waiver & document settings

Next Steps

The following article in this series teaches how to manage documents from Booking Invoices.

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