Downloading & Using the Android Mobile Booking App
More and more these days businesses in the tourism industry are moving away from traditional brick and mortar home offices to location-based satellite offices, often with very little in the way of computers and booking facilities. Imagine if you could make bookings and manage customers from your mobile phone while renting out surfboards on the beach? Well, with Checkfront, you can do that. After downloading and installing the Android Mobile Booking App onto your mobile device, you will have instant access to your bookings and customer information. What's more, you can create new bookings directly from your device, taking your business with you wherever you go! The best part is, you don't need to be located next to a computer terminal. As long as your mobile device has battery power and an internet connection, you're good to go. You can even use the device's camera to scan the QR Code on your customer's invoice, instantly checking them in for their booking. Awesome, right?
- Create new bookings
- View current and upcoming bookings
- Search bookings by customer or date
- Scan QR codes and quickly look up a booking
- Check-in and check-out bookings - View and update booking notes
- Access your global bookmarks
- Add a customer to your mobile contacts
- Call customers directly from the app
- View a map of the customer's location
Installing the AppBack to top
In order to install the Checkfront Android Mobile Booking App, you'll need to visit the Play Store on your Android device. Select the search feature and type Checkfront into the search field. There should only be one result, so tap on it to learn more about the app.
From here, tap on the green Install button to begin the download. Once the installation is complete, the app can be added to your device's Home Screen. Simply tap on the icon to launch the app.
Logging InBack to top
Once the app has been launched from the home screen of your device, the first thing you will see is the login screen. Enter your username and password, as you do for the desktop site, plus the Host URL for your Checkfront account. This is the URL you use to access your account online and will be something along the lines of
You will only need to do this one time. On your subsequent visits, you will notice the login details have been saved in the section labelled Log in as... Tap on the login details to proceed. You'll still need to enter your password in order to continue, but the rest of the information will be entered automatically for you.
App Home ScreenBack to top
Now that you're inside the app, you will be presented with the Home Screen. This is a summary of your bookings, organized into groups to enable quick access to the most relevant upcoming information.
Tapping on one of these groups will open up a new screen containing a list of all the matching bookings. These bookings can then be viewed based on the customer who has made the booking, or the items that belong to the bookings. Make your choice by tapping on either the Customers or Items button at the top of the screen.
Booking FiltersBack to top
A list of all new bookings in your Checkfront account, since the last user login.
Bookings that will begin the following day.
Bookings that start on the current day.
Currently active bookings. This includes bookings that start today, plus already ongoing bookings.
Bookings that are ending on the current day.
Bookings that begin on the current day or the next 7 days.
Bookings that you have bookmarked in your account for quick access.
Find by Calendar:
Tap this option to access a monthly calendar. Any days that contain a booking will contain a grey circle with the number of bookings displayed in white. Tap on any of these to access a list of the bookings for that day.
The display can be filtered further using the options at the top of the screen. These are Starting, In Progress, and Ending. If an option is active, it will be highlighted in bold blue. If an option is not active, it will be presented in grey.
Viewing a BookingBack to top
Once you've located the booking you're searching for, simply tap on it from the list to open up the booking details screen.
At the top of the booking screen, you will see the name of the customer, their contact information, the booking ID and the date of the booking. Directly below that is the Checked In status. Further down you will find the items booked, access to the payments screen and any notes attached to the booking.
Check-in/Check-outBack to top
The check-in/out status of a booking is controlled by a switch on the right. By default, the switch will be turned off, indicating an open booking. Tapping on the switch will cause it to slide across and turn blue. This indicates that the customer is currently checked in.
When looking at the main list of bookings, you can identify reservations that are currently checked in by the green check mark to the right of the booking. Further evidence of this can be found in the notes section towards the bottom of the screen. The notes are updated whenever a customer is checked in or checked out. These notes include the name of the staff member who made the change and the date it occurred.
Incidentally, notes can be also be recorded manually by tapping on the Add Note button and then typing out the message you wish to leave. This can be viewed by any other staff members who view the booking.
There is an auto check-in feature available through the settings menu in the top right corner of the app screen.
If the switch is turned on, a customer will be checked in automatically when the QR code on their invoice is scanned.
Recording a PaymentBack to top
Below the check-in/out button is an overview of the items that have been reserved, including a total and balance due. Directly below this is a Payments button. Tap on this to continue.
On the following screen (above right) you will see a list of transactions that have already been applied to the invoice (highlighted in yellow), as well as the current balance due on the booking. Below this are two buttons, Take Payment (1) and Record Payment (2).
Please note, the Take Payment button will only be displayed if you have the Square Payment Gateway active in your Checkfront Booking Manager.
The Take Payment button enables you to process a live credit card transaction through the app, via the Square mobile booking app, which you must also have installed on your device. To find out more about this process, please review our knowledge base article on Square mobile payments. If you have not activated the Square payment gateway in your Checkfront Booking Manager, this button will not be displayed.
After tapping on the Take Payment button you will be provided with an opportunity to attach a note to the booking and also whether or not you wish to show that on the invoice. If you do, simply touch the switch to turn it on. The note you enter here will then be added to the invoice. The full balance due will automatically be entered in the Amount field, but this can be changed to whatever value you wish. When you are ready, tap on the Pay (Amount Due) On Credit button below to continue with the Square payment. At this point, you will be redirected to the Square app on your device.
Select the Credit Card option and on the next screen either enter the card details manually or swipe the card if you are set up to do that. Follow the rest of the process in Square and when you return to the Checkfront app you will see the payment recorded on the booking's Payment screen.
Tap on the recorded payment to open the Payment Details screen. From here, you can issue a refund via Square if you so wish. That refund will then be added to the payments screen in the Checkfront app and you will also be able to view it in the Square app.
The Record Payment button is slightly different in that it allows you to simply record a payment that has already been taken outside the app, such as a POS cash transaction.
Enter the value of the payment you wish to record, choose a payment type from the drop-down menu and hit the Record... button.
You will then see the Payments screen again and the transaction you just entered will be added to the transactions list. If no balance is due on the invoice, the blue payment buttons will be greyed out as in the image above.
Current Payment Methods Include:
• Square - Live Credit Card Payments
• POS - Cash
• POS - Visa
• POS - Mastercard
• POS - AMEX
• POS - Credit
• POS - Debit
• POS - Voucher
• Bank Transfer
• Gift Certificate
• Costco Gift Certificate
Recording a RefundBack to top
Recording a refund is straightforward. Simply tap on a payment in the transactions list on the Payments screen. This will show you the Payment Details of that transaction.
At the bottom is a button labelled Record as Refunded. You cannot refund a transaction that was processed outside the mobile booking app, such as a Visa POS payment. That must be done externally and then simply recorded in the app to keep your records up-to-date. You can also process refunds in the desktop browser on your computer. Once the refund has been recorded, it will be added to your transactions list on the Payments screen.
Changing the Booking StatusBack to top
Down at the bottom left of the reservation screen is the current status of the booking.
Tap on this to open a menu of possible status changes. Select the status you want by tapping on it. The status is now changed!
Contacting the CustomerBack to top
Next to the status button is the Contact Customer button, depicted by a paper aeroplane icon. Tapping on this will bring up a menu of possible customer interactions. Select the one you want from the list and your device will automatically perform the required function.
For example, if you select Email with invoice, your device's default email app will be opened, ready for your input. The email will be pre-populated with the customer's email address and a subject that includes the booking ID. A PDF file of the booking will also be attached to the email.
Bookmarking the ReservationBack to top
If you'd like to be able to quickly access the booking again, without needing to search through the app for it, you can tap the Bookmark button which is depicted by the outline of a star and located next to the Contact button. Tap the star to bookmark the booking you are currently viewing.
When the star is solid yellow, it is bookmarked. Once you're finished with the booking, you can tap the star again to return it to its original state. This also removes the reservation from your bookmarks list. The bookmarks list can be accessed through the app's home screen, as seen above right. For more information on bookmarked bookings please click here.
Viewing the InvoiceBack to top
The third button at the bottom of the booking page enables you to download a copy of the invoice for viewing outside the app. This is the same PDF file that is generated when emailing a copy to your customer as outlined above.
Code ScannerBack to top
The QR Code scanner is located at the top of the app home screen, on the right-hand side. Tap this button to activate the scanner. You may need to grant the app to take pictures and record video the first time you open the scanner. Just tap Allow to continue.
Once activated, a staff member simply needs to scan the QR Barcode on a customer's invoice to instantly pull up the booking in their app. This saves valuable time compared to locating the booking manually. Being able to scan like this gets you through a line of eager customers very quickly indeed. In order to complete the scan, point your device's camera at the QR code on the customer's invoice. You should be able to see the QR code image on your screen. Once the app recognizes the QR code, it will automatically pull up the booking details for you.
Once the booking pops up on the screen, the staff member can tap the Check-In Switch and the customer is checked in. "Next!". For additional details on QR codes, including how to activate the add-on through the desktop site, please go here.
Creating a New BookingBack to top
One of the biggest and most popular features in the Checkfront Mobile Booking App is the ability to create new bookings while on the go. At the bottom of the app home screen, you will see a plus sign icon in a blue circle.
Tapping on this will open the Create Booking screen, above right. Another screen will open up allowing you to select an item. Choose the category first. This will bring you to the details screen. From here, you may select the start and end date for the booking by tapping on the dates at the top of the screen. This will open a calendar from which you may make your selections.
Below this, available items for the date range selected will be displayed. Again, just tap on the item you wish to book.
On the following screen, you can change the dates and/or select a time slot if required. You can select the number of participants based on the parameters attached to the item, add a promo code if applicable and then tap the Add To Booking button to continue. The next screen provides the opportunity to choose any add-ons for the item you're booking, if applicable. Tap Add to include an item in the reservation. If you change your mind, tap the same button again to remove it. Below this is a button to add any additional items to the booking too.
Immediately below this is a summary of the booking totals, followed by the booking form. After entering the booking details, the Create button, top left, will become active. When you're ready to complete the booking, tap this.
You will now see the completed booking and can go ahead with any payments you wish to take. Any notifications configured in the desktop Booking Manager will automatically be sent to the relevant recipients.
App SettingsBack to top
There are a couple of configurable settings available through the mobile booking app. These can be accessed via the settings button at the bottom right corner of the app home screen.
Auto check-in is a feature which enables a customer to be automatically checked in when the QR code on their booking invoice is scanned by the app. This further speeds up the process for checking customers in, especially if you are using Checkfront for tours and have a lot of people arriving at the same time to redeem their reservation. Simply point the device camera at the QR code and that's it. The booking will appear on the screen and the check-in switch will be active.
Use Legacy Add Booking Form
In a previous version of the Checkfront Mobile App, the booking form was actually displayed through an iframe to the hosted booking form online (above right). Now, the booking form is built into the app by default. If you prefer the old method though, you can turn on this switch to activate it.
Tap this link to create a new email to our support team. This is an in-app email and so you will not be redirected to your device's default email program.
Tap here on your iPhone to connect with our support team via telephone. Support hours of operation can be found here.
When you're finished working within the app, click on this link to log yourself out.