User Guide

Introduction
Manage Lodge Products
- Product Data section
- Sidebar Section
Manage Supplement Products
Manage Activity Products
Manage Gift Certificate Product
Manage Booking Page(s)
Manage Booking Orders
Creating New Backend Reservations
Manage “Find Us” Items
- “Find Us” Categories
Manage Gift Certificate Orders
Discounts
Manage Emails
Taxes
Reports
Lodge Availability Shortcodes
Site Options
Key Notes

Introduction

The Mount 7 Lodges website uses an eCommerce plugin called “Woocommerce” ( abbr. WC ) for bookings. Because WC is a classic eCommerce script which uses products/orders functionality, we had to customize it for our need as a reservation system.

There are two terms for WC items that have been adapted for the reservation system:

Products: WC product types can be: Lodge, Supplement, Activity ( abbr. LSA ) or Gift Certificate.

Orders: WC Order can be Booking Order (reservation) or Gift Certificate Order.

Manage Lodge Products

You can add/edit lodge products by going to “Products” > “Lodges” from the main menu.

On that page you can see a list of all lodge products added to the system.

You can go to edit page for any of the lodges by clicking on the lodge product’s title or “Edit” link below the title. The edit link appears when you hover over the item name.

There are also “Trash” and “Duplicate” links for the lodge product. Use the “Trash” option if you want to delete a product, or the “Duplicate” option if you want to create a similar lodge product. You shouldn’t use the other options such as “Quick Edit” or “View”, because these are not fully supported by the reservation system.

If you’re using the search field, please note that you can only search lodges by their title. For example, if you want to search for “Deer Lodge”, then you need to enter that title in the search field and then click on the “Search products” button.

You can create a new Lodge product by clicking on the “Add New” button. Please note that when the page loads for adding a new lodge product, you must ensure that you first set the product type to “Lodge” in the “Product data” section:

If you want to change the order of the Lodges ( if you don’t like their order in the booking or availability pages ), you can do that by going to the “Sorting” tab. When you then hover over a lodge item you will see the drag and drop icon. From there you just use drag and drop with your mouse to re-order the Lodges.

On the Lodge product add/edit page, the title field must be set, but the description field should be left empty, because that field is not used on the website.

There are also a lot of specific configuration fields below for the Lodge product. They are grouped in tabs, as summarized below:

Calendar Tab

As you can see in the image above, in this tab you can see the calendar showing availability for this lodge, as well as the pricing and # of people and # of nights limits for the selected month. You can navigate to the next month using the navigation at the top of the calendar.

If you scroll below the calendar, you will see the override fields. These fields are used to override some or all default options ( defined in “Lodge Options” tab ) for specific date(s).

Configuration fields for override action are:

Dates
In this section you can add date(s) or date range(s). When you want to add a single date, don’t populate the “End Date” field. Only populate the “End Date” field if you want to add a date range ( Start Date – End Date ). If you want to add more than one date range, simply add a new group of dates by clicking on “Add New Date(s)” button.
Override function.
In this field you can choose whether you want to apply the new overrides for selected days, or to remove any existing overrides for selected days. If you choose to remove overrides, then after saving – the selected nights from the “Dates” field will then use the default values defined in “Lodge Options” tab.

All other fields below are override fields, and an explanation for each is defined in the “Lodge options” tab section (see below), where default values for those fields are set.

Please note that when entering override values, you can leave any field empty if you want to keep the default value for that field.

Please also note that if overrides have already been applied for a specific date, and then you apply new overrides, if you leave a field blank, the value will default back to the default value from Lodge Options, rather than remaining as the original override value.

Lodge Options Tab

In this tab you can define all the default options for this Lodge product:

Base price. This field defines the base price ( per night ) for the lodge. Base price is the minimum price for the lodge per night of booking.
Additional Person Price. Price ( per night ) for each additional person from ( min persons +1 ) until the total number of people selected by the customer ( capped at the maximum number of people in the lodge ). Leave this field empty if you want to only use the base price for the lodge regardless of how many people are staying.
Min Booking Nights. In this field you can define the minimum number of nights a booking can be made for, for the lodge. Guests then cannot create a reservation for this lodge with less nights than defined here. There is one exception and it is explained below. If left empty, the global value defined in Site Options ( Lodge Options tab ) will be used.
Max Booking Nights. In this field you can define the maximum number of nights a booking can be made for, for the lodge. Guests then cannot create a reservation for this lodge with more nights than defined here. If left empty, the global value defined in Site Options ( Lodge Options tab ) will be used.
Allow order for date range which does not meet the min night requirement, if available range of dates are less than min nights requirement. If you select this checkbox, it will allow guests to select a number of nights less than minimum night value, but only if it is not possible to select adjacent available dates which can fulfill the minimum nights requirement. For example, if the minimum nights for the lodge is set to 3 nights, but you have only 2 nights available in the calendar ( the date before those 2 nights and date after those 2 nights are already booked or unavailable ), then the script will allow booking of those 2 nights even if the minimum nights is set to 3 nights. This option therefore helps to maximize lodge occupancy by filling smaller gaps. It also allows you to set certain periods where short availability gaps cannot be filled.
Min Persons. In this field you can define the minimum number of people for the lodge. This field is important, because although we will take bookings for less people, the base price will apply for up to the number of people you define here. Any additional people will increase the lodge price with the price value defined in “Additional Person Price” field. If left empty, the global value defined in Site Options ( Lodge Options tab ) will be used.
Max Persons. In this field you can define the maximum number of people for the lodge. If left empty, the global value defined in the Site Options ( Lodge Options tab ) will be used.
“Booking” page selector override. The default “Booking” page is set in Site Options ( Pages tab ) which is then applied to all lodges. Only set this field if you want to override the page defined in the options page. For example, if this lodge requires a custom “Booking” page, different to the other lodges. When a guest chooses booking dates in the calendar, they will be redirected to the “Booking” page defined here or the one in the Site Options page if this field is left empty.
“Thank you” page selector override. The default “Thank you” page is set in Site Options ( Pages tab ) which is then applied to all lodges. Only set this field if you want to override the page defined in the options page. For example, if this lodge requires a custom “Thank you” page, different to other lodges. The “Thank you” page shows to guests after they complete their booking process.
“Terms” page selector override. The default “Terms” page should be set in “Woocommerce > Settings > Advanced” page. Only set this field if you want to override one from “Woocommerce > Settings > Advanced” page. For example, if this lodge requires a custom “Terms” page, different from the other lodges.
Disabled Dates. In this section you can disable specific date(s) in the lodge calendar. This option is useful if for some reason the lodge shouldn’t be available for a certain period ( for example during renovation ). You can add date(s) or date range(s). When you want to add single date, don’t populate the “End Date” field. Only populate the “End Date” field if you want to add a date range ( Start Date – End Date ).
Hide From Reports. Choose whether this lodge should appear in Lodges Reports.

Rooms Tab

In this tab you can define the rooms available in the lodge, and also the bed configuration options for each room. You can change the order that the rooms appear on the frontend.

You can add/edit the available bed configuration options by going to “Products” > “Beds Configuration” from the main menu.

Discounts Tab

In this tab you can configure any long stay discounts for the lodge. You can add as many discount rules as you want, but note that only the first matched valid discount rule will be applied.

If you want to add different free nights amount based on the number of nights the guest has selected, you should first add a rule with a higher number of nights for “After booked night” field and then rule(s) with a lower number of nights for “After booked night” field.

For example: if a reservation is for 7+ nights, and you want to give 1 cheapest night for free BUT if reservation is for 14+ nights, you want to give 2 cheapest nights for free. In that situation you need to first add a rule with 14+ nights, and then a rule with 7+ nights, because only the first valid match will be applied. So your order of rules should be:

1) Give 2 Cheapest Free Nights After 13th Booked Night
2) Give 1 Cheapest Free Night After 6th Booked Night

In the above example, if a guest books up to 6 nights, they will not get any free nights. If they book 7 nights, the second rule will be applied ( 6 paid + 1 free night ). And if they book for example 14 nights, both the first and second rules are valid BUT because only the first matched rule is applied, they will for 14 booked nights get 2 nights for free ( 12 paid + 2 free nights ).

QuickBooks Tab

In this tab you need to define the QB items and taxes for this lodge. In the first row you need to define what QB item and tax will be used when the Reservation System creates a balance receipt in the QB application. And in the second row you need to define what QB item and tax will be used when the reservation system creates a deposit receipt in the QB application.

If you make any change to items directly in the QB application, for example if you add a new QB item in QuickBooks, that new entry won’t appear automatically in the lodge edit screen. You need to go to Site Options ( QuickBooks tab ) and refresh QB data.

“Product Data” section

In this section you can configure tax status and tax class for the lodge, and also the booking deposit configuration. Tax class is explained in more detail in the Taxes section.

If you set “Default” as value for Deposit Type, this will force the lodge to use the default deposit settings from the Site Options ( Deposit tab ) page. Otherwise, the lodge will use the deposit option defined here, and will ignore the one set in the Site Options page. What each deposit type option means is explained in the Site Options ( Deposit tab ) section.

Sidebar section

At the top of sidebar you can see the “Publish” section.

You need to click on the blue button “Publish/Update” when you want to save changes. The button label will be “Publish” when you are adding a new product, or “Update” when you are updating an existing product.

The only other field you can edit in that section is “Visibility”. If you want to hide a product temporarily, click on the “Edit” text link, and set the Visibility value to “Private”. Please don’t change any other field in this section, because the other fields are not used by the reservation system.

Below the “Publish” section, you can see the “Product Categories” section.

Here you can define the Category for the Lodge. This function is useful because you can then use the category attribute in the calendar shortcode. Check the Page Shortcodes section for more info on how you can show calendars by category. The “Uncategorized” category is there by default and cannot be removed, and you should ignore that option.

The last section you should edit in the sidebar is the “Product Image” section. Here you should set the image for the Lodge. This image is then used in lodge selections on the “Booking” page and the “Availability Search” page.

“Product Tags” and “Product Gallery” sections are not used, so you don’t need to change those.

Manage Supplement Products

You can add/edit supplement products by going to “Products” > “Supplements” from the main menu.

On that page you can see a list of all supplement products in the system.

You can create a new supplement product by clicking on the “Add New” button. Please note that when the page loads for adding a new supplement product, you must ensure that you first set the product type to “Supplement” in the “Product Data” section:
You can go to the edit page for any of the supplement products by clicking on the supplement product’s title or the “Edit” link that appears below the title when you hover over the item.

As you can see in the image above, there are also “Trash” and “Duplicate” links for the supplement product. You should use the “Trash” option if you want to delete that product, or the “Duplicate” option if you want to create similar supplement product. You shouldn’t use the other options such as “Quick Edit” or “View”, because these are not fully supported by the reservation system.

If you’re using the search field, please note that you can search supplements only by their title. For example if you want to search for “Dog”, you need to enter that term in the search field and then click on “Search products” button.

If you want to change the order of supplements ( if you don’t like their order in the booking page ), you can do that by going to the “Sorting” tab. When you hover over a supplement entry you will see the drag and drop icon. From there you just use drag and drop with your mouse in order to re-order the supplements.

There are some specific configuration fields for the supplement products, as explained below:

Sidebar Title. When a supplement is selected in the booking page, it will appear in the sidebar. In this field you can define a custom title for this supplement, which will apply only in the booking page sidebar. It is useful to define a shorter title for the supplement in this field, because the sidebar has limited width, so by using a short title for the supplement, you are keeping it on a single line inside the sidebar. If you leave this field empty, the default ( main ) title for the supplement will be used in the sidebar too.
Availability. In this field section, you can limit supplement availability per lodge. Simply select “All Lodges” to allow this supplement to appear when booking any lodge. Otherwise if “Only for specific lodges” is selected, the lodge selector field will then appear, where you can select lodges for which this supplement should be available.
Rate. In this field you define the pricing configuration for the supplement product. There are 2 possible values to select:
- Per Volume. This will set the price for the supplement as you define it in the price field ( see below ). If the guest chooses multiple amounts of the supplement, then the price will be multiplied by the number of the supplements they select.
- Per Volume Per Night. If this option is selected, then the price for the supplement will be per night of booking, which means that final price for the supplement will be: price x nights num. If the guest chooses multiple amounts of the supplement, then the price will then also be multiplied by the number of the supplements they select.
Active Dates. In this field section you can create date period(s) in which this supplement can be used. When you want to add a single date, don’t populate the “End Date” field. Only populate the “End Date” field if you want to add a date range ( Start Date – End Date ). If you don’t define any ranges here, the supplement will be available all the time.
Admin Notes. This field is only visible to admins (it does not show on the website). You can add any note here that relates to the supplement.
QuickBooks Products & Tax Selection. In this field section you need to define QB items and tax for the supplement product. You can add multiple rules here if you need to use different QB items for different lodges. Otherwise simply leave “For Lodge” to be set to: “Any Lodge”.

In the “Product Data” section you can configure price, tax status and tax class for the supplement, and also the deposit configuration.

The reservation system does not show “Sale Price” as a variation against the regular price. For example, on an eCommerce system you may see the regular price with a strikethrough and then the sale price highlighted next to it.

We can use the Sale Price for scheduling a short term price revision for a supplement or activity. For example, if you want to offer free dog stays for bookings made within June, then you would set Sale Price to “0” and then click “Schedule” and set the From Date to YYYY-06-01 and the To Date to YYYY-06-30.

Alternatively you can set a Sale price and not schedule it, and when saved it will apply until you remove the Sale price.

Please note that it is not possible to set a Sale Price for the dates of the guests stay, only for the date they make the reservation. I.e. you cannot offer a sale price for stays in a certain period, only for reservations made in a certain period.

If you set “Default” as the value for Deposit Type, this will force the supplement to use the default deposit settings from Site Options ( Deposit tab ) page. Otherwise, this supplement will use the deposit option defined here, and will ignore the one set in the Site Options page.

At the top of the sidebar you can see the “Publish” section.

Here you need to click on the blue button “Publish/Update” when you want to save changes. The button label will be “Publish” when you are adding a new product, or “Update” when you are updating an existing product.

The only other field you can edit in that section is “Visibility”. If you want to hide a supplement product temporarily, click on the “Edit” link, and set the Visibility value to “Private”. Don’t change any other field here, because the other fields are not used at all by the reservation system.

For both supplement and activity products, you don’t need to select anything else in the sidebar ( product image, categories ) because these are not used for those types of products.

Manage Activity Products

You can add/edit activity products by going to “Products” > “Activities” from the main menu.

On that page you can see a list of all activity products in the system.

You can create a new activity product by clicking on the “Add New” button. Please note that when the page loads for adding a new activity product, you must ensure that you first set the product type to “Activity” in the “Product Data” section:
You can go to the edit page for any of the activity products by clicking on the activity product’s title or the “Edit” link that appears below the title when you hover over the item.

As you can see in the image above, there are also “Trash” and “Duplicate” links for the activity product. You should use the “Trash” option if you want to delete that product, or the “Duplicate” option if you want to create similar activity product. You shouldn’t use the other options such as “Quick Edit” or “View”, because these are not fully supported by the reservation system.

If you are using search field, please note that you can search activities only by their title. So for example if you want to search for “Skydiving”, you need to enter that title in search field and then click on “Search products” button.

If you want to change the order of activities ( if you don’t like their order in booking page ), you can do that by going to the “Sorting” tab. When you hover over an activity entry you will see the drag and drop icon. From there you just use drag and drop with your mouse to re-order the activity products.

There are some specific configuration fields for the activity products, as explained below:

Sidebar Title. When an activity is selected in the booking page, it will appear in the sidebar. In this field you can define a custom title for this activity, which will apply only in the booking page sidebar. It is useful to define a shorter title for the activity in this field, because the sidebar has limited width, so by using a short title for the activity, you are keeping it on a single line inside the sidebar. If you leave this field empty, the default ( main ) title for the activity will be used in the sidebar too.
Rate. In this field you define the pricing configuration for the activity product. There are 2 possible values to select:
- Per Volume. This will set the price for the activity as you define it in the price field ( see below ). If the guest chooses multiple amounts of the activity, then the price will be multiplied by the number of the activity they select.
- Per Volume Per Night. If this option is selected, then the price for the activity will be per night of booking, which means that final price for the activity will be: price x nights num. If the guest chooses multiple amounts of the activity, then the price will then also be multiplied by the number of the activity they select.
Active Dates. In this field section you can create dates period(s) in which this activity can be used. When you want to add a single date, don’t populate the “End Date” field. Only populate the “End Date” field if you want to add a date range ( Start Date – End Date ). If you don’t define any ranges here, the activity will be available all the time.
Admin Notes. This field is only visible to admins, and you can add any note here that relates to that activity.
QuickBooks Products & Tax Selection. In this field section you need to define QB items and tax for the activity product. You can add multiple rules there if you need to use different QB items for different lodges. Otherwise simply leave “For Lodge” to be set to: “Any Lodge”.

In the “Product Data” section you can configure price, tax status and tax class for the activity, and also the deposit configuration.

We can use the Sale Price for scheduling a short term price revision for a supplement or activity. For example, if you want to offer free (or discounted) activity for bookings made within June, then you would set Sale Price to “0” (or the discounted amount) and then click “Schedule” and set the From Date to YYYY-06-01 and the To Date to YYYY-06-30.

Alternatively you can set a Sale price and not schedule it, and when saved it will apply until you remove the Sale price.

If you set “Default” as the value for the Deposit Type, that will force the supplement to use the default deposit settings from the Site Options ( Deposit tab ) page. Otherwise, this activity will use the deposit option defined here, and will ignore the one set in the Site Options page.

At the top of sidebar you can see the “Publish” section.

The only other field you can edit in that section is “Visibility”. If you want to hide an activity product temporarily, click on the “Edit” link, and set the Visibility value to “Private”. Don’t change any other field here, because the other fields are not used at all by the reservation system.

For both supplement and activity products, you don’t need to select anything else in the sidebar ( product image, categories ) because these are not used for those types of products.

Manage Gift Certificate Product

In the Reservation System there is only one Gift Certificate product. The Gift Certificate product changes price dynamically based on the gift amount the customer orders or the amount added manually by admin when creating a gift certificate order. Therefore, you don’t need to create additional gift certificate products for every value. For more info how gift certificates are ordered and how they can be applied to a booking order – please check the Manage Gift Certificate Orders section.

You can edit a gift certificate product by going to “Products” > “All Product” from the main menu and find Gift Certificate product in the list of all products.

You can find the gift certificate product quickly by entering “Gift Certificate” in the search field and then click onthe “Search products” button.

In the edit page for the gift certificate product, you can adjust the tax class if needed, just like you do that for regular LSA products. By default, the gift certificate product is not taxable, so the tax status field is set to “None”.

The system recognizes this gift certificate product as the active Gift Certificate item, because it is set in Site Options ( Gift Certificates tab ) page. You can add multiple gift certificate products, but only the one selected in the Site Options page will be used, while others will be ignored.

In the “Product Data” section you can also configure deposits for Gift Certificates. If you set “Default” as the value for the Deposit Type, this will force the gift certificate to use the default deposit settings from the Site Options ( Deposit tab ) page. Otherwise, the gift certificate will use the deposit option defined here, and will ignore the one set in the Site Options page.

Unless otherwise agreed, the Deposit Type for Gift Certificates should always be set to “Full Payment Without Deposit” so that the user pays for the entire Gift Certificate at checkout.

Because the gift certificate price is dynamic, there is no need to define a price in the product edit screen.

At the top of sidebar you can see the “Publish” section.

There you need to click on the blue “Publish/Update” button when you want to save changes. Don’t change any other fields here, because the other fields are not used by the reservation system for the gift certificate product.

You also don’t need to select anything else in the sidebar ( product image, categories ) because those are not used for the gift certificate product.

Manage Booking Page(s)

Currently there is only one booking page on the website, which is configured to work for all active lodge products. You can edit that page by going to “Pages > All Pages” from the main menu and find “Booking” page in the table.

When you go to the “Booking” edit page, you will see “Booking Page Customization” section

In that section you can see two checkbox groups:

Allowed Lodges – By Category. If you select any of these categories, only lodges from the selected lodge categories will be supported by this booking page. Leave nothing selected to allow all lodges ( from any category ) to be booked from this booking page.
Disable Optional Accordions. In this checkbox group you can disable optional accordions for this booking page.

In order for the above section to be visible in the page edit screen, it is important that the page template in the sidebar is set to “Booking”

It is useful to use the aforementioned checkboxes if, for example, you want to offer 3rd party lodges on the website. In that instance, simply follow these steps:

Create a new lodge product ( if not already created ) and assign a 3rd party category to it. Read Manage Lodge Products for more info about how to assign a lodge category to a lodge product.
Create a new page by going to “Pages > Add New”
Set page template to “Booking”
Now you will see the “Booking Page Customization” section, and there you can select the 3rd party category you previously selected for the 3rd party lodge.
If needed, you can also disable some optional accordions. For example if you don’t want to offer add-ons with 3rd party lodges, you can disable the add-ons accordion there.
After you complete the above changes, you can publish / update the page.
After you save a newly created booking page, you need to go back to 3rd party lodge product edit screen, and select the newly created booking page in the “Lodge Options” tab.
Then the new booking page will become the booking page for that lodge.

Manage Booking Orders

You can manage booking orders (reservations) by going to “WooCommerce” > “Bookings” from the main menu.

On this page you can see a list of all the booking orders in the system, with the newest at the top.

Filter / Search Orders

As you can see in the image above, you can filter booking orders by:

Dates. In this dropdown you can see a list of all months in which orders in the system are created. Please note that those months are not related to check-in or check-out dates, but instead it is related to the month when the order was placed.
Lodges. In this dropdown you can filter the index to show only bookings for a specific lodge.
Registered Customer. In this field you can enter a customer name or email, and if that customer exists, you will see it in a few seconds in a dropdown list. Then just select the desired customer from the dropdown by clicking on it.

When you finish selecting filter fields, just click on the “Filter” button to apply the selected filters.

You can also Sort the index results by clicking on the title for a column. Click once to sort the items in ascending order and a second time to sort them in descending order (either alphabetically or numerically).

If filter fields are not helpful for you to find a booking, you can use the search field in the top right section above the bookings table. In this field you can enter several types of keyword in order to search for bookings matching the keywords you enter. Keywords you can enter for searching bookings are:

Booking order ID. Example: 17168
Booking customer name. Example: Dave Best
Booking LSA product name. Example: Deer Lodge or Dog Stay or Paragliding
Check-In or Check-Out date in format YYYY-MM-DD. Example: 2019-12-17
Check-In date only in format check_in:YYYY-MM-DD. Example: check_in:2019-12-17 ( don’t use any spaces! )
Check-Out date only in format check_out:YYYY-MM-DD. Example: check_out:2019-12-17 ( don’t use any spaces! )
People Number in format people_num:X. Example: people_num:3 ( don’t use any spaces! )
Room Title. Example: Bedroom 1
Bed Title. Example: King
Promo code. Example: eaglesep2017
How Did You Find Us title selected. Example: Friend Referral

Order Details & Order Statuses

When you go to a booking edit page, at the top of the page you can find details about the order and the customer. You can adjust any of those settings, including creating a new customer for that booking directly on the booking edit page. Click on the pencil icon if you want to change the customer info.

An important field in the order details section is the “Order Status” field.

The order status will automatically be set to “Pending Payment” or “Processing” while a customer is trying to make a deposit payment for a new booking order, depending on what step the customer is in on the checkout page. In this case you should wait for the customer to complete payment, and then the booking status will automatically change to “On hold”. Therefore, when you see a new booking order with status “On hold”, this means that the booking has been placed by a customer from the website, and that the deposit payment has been completed. Then you just need to review the booking order before updating it to the next desired status.

Please note that all 3 initial statuses ( “Pending Payment”, “Processing”, “On Hold” ) will cause a lock-out of selected dates for the booked lodge in the availability calendar ( no one else can book those dates anymore ), and the color for those dates will be set to the one defined for “Pending” status.

A booking order will automatically set its status to “Failed” if the deposit payment is either failed/declined by the payment processor. That will allow dates from this booking order to again be available in the availability calendar.

Similar to the above “Failed” status, you can manually cancel a booking order by setting the status to “Canceled”. This will allow dates from this booking order to again be available in the availability calendar.

And finally, if the deposit payment was successful and you want to accept the booking order, then you need to manually change the order status to “Booked”. This status means that the booking order has been accepted, the lodge reserved, and the balance payment is waiting for final payment date. The status should be kept as “Booked” status until final payment is received. “Booked” status will lock-out the selected dates for the booked lodge in the availability calendar ( no one else can book those dates anymore ), and the color for those dates will be set to the one defined for “Booked” status.

When the customer pays the outstanding balance (on checkout date, or sooner), you should first add that balance transaction ( read the Transactions section below for a detailed explanation ), and then you should change the order status to “Completed”. Because the “Completed” status makes the order “read-only”, if for any reason you need to do additional changes to that order, you will need to switch the order status back to “On Hold” and then save the order. Then you will be able to do any changes to that order. Once the changes are made, ensure that you change the status back to “Completed”.

If for some reason you forget to change the booking status to “Completed”, when the guest leaves the lodge (after check-out date), you will see a reminder about that above the Bookings table:

Edit Order Items

Below the order details section you can find the order items section, which contains the order items table and order totals.

As you can see in the image above, the first item in a booking order is always a lodge product. For this item you can see all configuration options the customer selected for their lodge booking. You can also see a “Show pricing per day” link there.

When you click on “Show pricing per day”, you can see a detailed pricing breakdown for each of the selected days.

If you want to edit any configuration options for the lodge item, or pricing/tax values, just hover with your mouse over the lodge item, and click on the “pencil” icon that appears on the right hand side. Note that this will not show if the order is Completed.

There is also a “Delete” icon, which allows you to delete that item from the order. Note that deleting the lodge item will cause all supplement and activity items to also be automatically deleted, because they require a lodge item to be present in the order. Please also note that you cannot create an order with only supplement/activity products, because they require a lodge item to be in the order already.

Fields you will see in the item edit mode depend on what type of product the item is. You will be able to change quantity and price/tax values for all order items. For any lodge items, you will also see the lodge configuration fields ( check-in/check-out, number of people, bedroom configuration, etc ).

When editing any order item, you will always see two fields for each price/tax – these are “Pre Discount” and “Total”. “Total” is the actual price you want for the item, while “Pre Discount” can be used if you want to show what the old price was before discount. If you don’t want to show the old price, but you still want to reduce the total price – then just enter same reduced price in both “Pre Discount” and “Total” fields. The same rules / concept applies for tax amounts in this section.

As you can see in the image (two) above, when you are in edit mode for a lodge item, one of the configuration fields is “Gift Cert ID”. If a booking order is created by a customer on the website, and if they entered a gift certificate ID during checkout for their booking, you will see that field populated with the Gift Cert ID entered by the client and the booking order total amount will be reduced by the gift amount. If you are creating a booking order manually from the admin area, then you need to find a gift certificate you can apply to this booking order. In this instance, you need to go to gift certificate orders ( check Manage Gift Certificate Orders for more details ). There you can see in the index the gift certificate IDs you can apply:

As you can see in the image above, only gift certificate ID’s that show in green can be applied to booking orders. Green means that gift certificate order is valid and ready to be applied to booking order. A gift certificate order is valid (i.e. it can be used against a booking order) only if the gift certificate order is fully paid and if it is not already applied to another booking order. Note that a gift certificate can therefore only be used once.

When you find a valid gift certificate order, simply copy the Gift Certificate ID and paste it in the “Gift Cert ID” field for the booking order you are editing.

If you make revisions to the pricing of any of the order items, then when you have saved the revisions you then need to click the “Recalculate” button to recalculate taxes based on the new item prices:

This function will not adjust the price values you enter for items. It will just change tax values based on the item prices you entered for each order item.

Below the totals you can see buttons to add product items to the order. Please note that you cannot add multiple lodge products to an order. If a guest wants to book multiple lodges, you need to create a separate order for each lodge. You also cannot add a gift certificate product to the order if any other product is in the order.

When you finish editing an item, you need to always click on the “Save” button below the items. If you want to cancel making changes to an order item, always click on the “Cancel” button below the items.

Adding New Order Items

At the bottom of the order items section, you can see buttons for adding new product items to the order.

Please note that you should only use the “Add Lodge” button if you are creating a new order manually. If you already have a lodge item in the order, you will get an error message that you cannot add multiple lodges to the order. If a customer wants to book multiple lodges, you will need to create multiple orders, one for each lodge.

If you are creating a new order, you always need to add the lodge item first, before any other item ( supplement/activity ). Add a lodge item by clicking on the “Add Lodge” button, and then fill in the lodge configuration fields as required.

If you add a lodge item to an order, but the days selected are already booked in another order, you will see an error message about that.

If you want to see what days are booked in other booking order(s), you can see them by clicking on “Show pricing per day” link. At the top of this section it will also show you what order (and a link to that order) that the dates are booked in.

After you add a lodge item to the order, then you can continue adding supplement/activity product items by clicking on those buttons

Please note that you cannot add supplement / activity product items if a lodge item is not already added to the order. So you cannot create an order with only supplement/activity items. Supplements and activities must be always part of lodge booking order. Also you should never add a gift product item to an order together with LSA products. A gift certificate product item must always be the only item in the order so that it shows in the Gift Certificate Orders section and can be managed accordingly.

Add Custom Tax Class

You can add custom tax classes directly in the order edit page alongside tax classes already configured to apply automatically to LSA products. First you need to define the custom tax class in the Taxes page. Please check the “Taxes” section which explains how to add a new tax class.

When you have a custom tax class set, you can add it by clicking on the “Add Item(s)” button, and then click on “Add Tax” button:

Then select the desired tax class from the popup:

Now you can see that tax class column in the items table:

Then you can simply click on the edit icon for the order item, in order to define its tax value.

Add Fee

If you have any custom fee you want to charge a client for, you can add it as separate item in the order items list. Simply click on the “Add Item(s)” button, and then click on “Add Fee” button:

Then in the popup you just need to enter the fee amount.

The amount can be a fixed value in CAD, for example 200 (without a $ sign) or it can be percentage value, for example 10%. When you add a percentage value, it will be a percentage of the total order value, with taxes included. For example if the order total with taxes is $1500 CAD, and you add a 10% fee item, the fee item value will be $150, and the total order price will now be $1650 CAD.

Once a fee item is added, you can edit the “label” for the fee, for example “Hot Tub Cleaning Fee” and you can edit the taxes for the fee.

Add Refund

You can also add a partial or full refund to the order. Simply click on the “Refund” button:

When you finish adding a refund, you will see the refund order item added with updated totals based on the refund amount.

Transactions

Below the order items section you can see the transactions section.

When a new booking order has been placed by a customer, and when they pay the deposit amount, you will see the transaction info for that payment in the transactions section:

A deposit transaction is usually automatically added to QuickBooks, but if that fails, you can manually add it by using this link:

Please note that when you change or delete an existing transaction, the changes won’t affect the sales receipt in QuickBooks, which means that you will need to manually make the same changes in QuickBooks.

When a customer pays their balance, you need to add the balance transaction here. Click on the “Add new” button. The system will automatically fill the balance value and description, but you can customize those if needed. If you want the transaction to be added to QuickBooks, select the checkbox for it. Then when you are happy with the changes, click the “Save” button.

Please note that whilst the total transactions amount is less than booking order total amount – the booking order will be marked as “Unpaid”, and notice about that will show at top of the order edit page:

Once you add balance transaction(s) which result in the total transactions amount to be equal to (or more than) the total order amount, then the order will be marked as “PAID”. You can add as many transactions as you want to the order. Its just important that total sum of those will be equal to (or more than) the order total amount because only then order will be marked as “Paid”.

How Did You Find Us

Below the transactions section you can see the “How Did You Find Us” section.

Items selected were selected by the customer during booking process. If you are creating a booking order manually, you can select any item yourself.

See the Manage “Find Us” Items section for an explanation about how you can manage the “How Did You Find Us” items.

Emails

In the “Emails” section of the booking order edit page, you can send emails to the customer and see all emails already sent to that customer regarding this booking order.

In order to send an email, you need first to choose the appropriate email template from the dropdown. Please check the “Manage Emails” section for an explanation about how you create and manage the email templates you can send from here.

Usually when you review and accept a booking order, you need to send the “Confirmation Email ( Booking )” email to the customer. When you choose that email from the dropdown, click on either the “Send Immediately” or the “Edit First” button.

The “Send Immediately” button if clicked, will send the booking confirmation email template to the customer right away.

The “Edit First” button can be used if you want to customize the booking confirmation email for that specific booking only. After you click that button, a new page will open where you can edit the email content and options before sending:

After you make any changes required, you can select the “Send Email” checkbox, and then just press the blue “Update” button in the sidebar. This will send the edited email to the customer. This approach will only change the email for that booking, not the template version.

If you save an email without sending it, you can then see a preview of your changes in the “Email Preview” section:

Notes

In the sidebar of the booking order edit page you can see the “Notes” section:

Notes are automatically added by the system whenever you change the order status. Notes are also added by the payment processor about the charge status.

You can also add a private note, which will only show to you and other admins who will view and edit that booking order.

Please note that if you want that note to appear in reports, please include the “Info: ” prefix. This can be useful if you want to add information about customer requirements, such as a Crib. You can add a private note and it will then appear in the Changeovers report. Please note that if there are multiple notes with the “Info:” prefix, only the last one will be shown in reports, although the others will still show in the booking order.

Please ignore the option to change the note type to “Note to customer” as this function is not enabled in the reservation system.

Post Stay Reminder

As you can see in the Site Options ( Emails tab ) section, you can define the number of days after a check-out date, when you should see “Post Stay Email Reminder” in the bookings table. If that number of days has passed, then in the bookings table, for booking orders with completed status, you will see 3 buttons under the “Post Stay Email” column: “Send Immediately”, “Edit First” and “Do Not Send”.

If you click the “Send Immediately” button, it will send the template version of the “Post Stay Email” to the customer right away.

If you want to ignore the post stay notification for a specific booking, click the “Do Not Send” button.

Click on the “Edit First” button if you want to customize the “Post Stay” email for that specific booking only. After you click that button, a new page will open where you can edit the email content and options before sending:

After you make changes, you can select the “Send Email” checkbox, and then just press the blue “Update” button in the sidebar. This will send the edited email to the customer. Please note that you can also send any email, including the “Post Stay Email” directly from the booking edit page, under the “Emails” section.

As mentioned previously, by editing a Post Stay email from within a booking order, this will only change the Post Stay email for that booking, not the template version.

Creating New Backend Reservations

To add a booking order manually (for phone or face to face bookings), go to “WooCommerce” > “Bookings” from the main menu.

Click the “Add order” button.

If the customer is an existing customer (their details are in the system) you can lookup their details in the Customer Section by entering the first few characters of their name or email address

Or you can create a new customer. Click Create new customer and add their name and email information. Then click Create Customer button.

This will create the new customer, and from that point you can add their billing address information.

Remember to add their phone number as a minimum as this will be used to generate their door code which is used in the confirmation email.

Adding new order items

At the bottom of the order items section, you can see buttons for adding new product items to the order.

If you add a lodge item to an order, but the days selected are already booked in another order, you will see an error message about that.

After you add a lodge item to the order, then you can continue adding supplement/activity product items by clicking on those buttons

Order Status

When creating a new order via the backend, you should use the following Order Status options:

Pending Payment: If you agree with a customer to put some dates on hold, but you do not yet have their payment information. This status will set the frontend calendar dates to “Pending”

Processing: If you have entered or received customer payment information, but the payment has not yet been confirmed. This status will set the frontend calendar dates to “Pending”

Booked: When the deposit payment has been completed, you can set the Status to Booked. This status will set the frontend calendar dates to “Booked”

Completed: Only when the customer has paid their final balance should you change the Status to “Completed”. You should only do this once you have added the final payment transaction (see below). Because the “Completed” status makes the order “read-only”, if for any reason you need to make additional changes to the order, you will need to switch the order status back to “On Hold” and then save the order. Then you will be able to do any changes to that order. Once the changes are made, ensure that you change the status back to “Completed”.

Order Emails

In the “Emails” section of the booking order create/edit page, you can send emails to the customer and see all emails already sent to that customer regarding this booking order.

The “Send Immediately” button if clicked, will send the booking confirmation email template to the customer right away.

If you save an email without sending it, you can then see a preview of your changes in the “Email Preview” section:

Transactions

When taking an offline booking (phone or face to face) when you take the deposit payment, you will need to add the transaction manually.

In the transactions section, click the Add New button to add a new payment

When adding a new transaction manually, the default will be for the deposit amount.

If you are taking the full amount, or a different amount from the Deposit, you will need to manually overwrite the amount that is being paid

Manage “Find Us” items

In each booking order edit screen you can see the “How Did You Find Us” items which each visitor has selected during the booking process (or were added by admin during a manual booking). You can manage the options for this section by going to “Find Us Items” from the main menu.

When you click on any item, you are going to the edit page for that item. In the edit screen you can define the title for the item and also a category. The category determines which checkbox group this item will appear under.

If you want to temporarily or permanently disable a “Find Us” item, just set the Visibility to “Private”

“Find Us” Categories

As noted above, you can define the category for each “Find Us” item. The category is used to group together similar “Find Us” items when showing them as checkboxes.

You can manage categories by going to “Find Us Items” > “Find Us Categories” from the main menu.

In this section you can see all existing categories, and also a section for adding a new category.

When adding a new category or editing an existing one, you only need to populate these fields:

Name. This field will define the category name, which will then be shown next to the checkbox. Use as short a name as possible because the “Find Us” section shows items in 3 columns on larger screens, so there is limited space for option names.
Column Number. In this field you can define in which column this category should be shown. There are always 3 columns available. On mobile devices they are positioned into two or one column depending on the space available
Please do not change or populate any other field for the category, because these are not used anywhere on the site.

If you want to change the order of “Find Us” categories, you can do that by going to “Find Us Items” > “Taxonomy Order” from the main menu. From there you can drag-and-drop with your mouse in order to re-position categories as you like.

If you want to change the order of “Find Us” checkbox items, you can do that by going to “Find Us Items” > “Re-Order” from the main menu.From there you can drag-and-drop with your mouse in order to re-position items as you like.

Manage Gift Certificate Orders

You can manage gift certificate orders by going to “WooCommerce” > “Gift Cert Orders” from the main menu.

On this page you can see a list of all gift certificate orders in the system, with the newest at the top.

As you can see in the image above, you will see in the “Gift ID” column whether that gift certificate order can be applied to a booking order. Gift certificate orders can be applied to a booking order if these requirements are meet:

The gift certificate order is not already applied to another booking order. As you can see in the image above, you can see that info in the “Applied to Order” column. This info is also shown when you are in the gift certificate order edit page.
The gift certificate order has status “On Hold” or “Completed”
The gift certificate order is fully paid (either online or using the transactions section in the gift certificate order edit page).

Filter / Search Orders

As you can see in the image above, you can filter gift certificate orders by:

Dates. In that dropdown you can see a list of all months in which gift certificate orders in the system were made.
Registered Customer. In this field you can enter a customer name or email, and if that customer exists, you will see it appear in the dropdown list (note that the lookup can take a few seconds). Of the customer you are searching for appears, you can then select the customer name from the dropdown by clicking on it.

When you finish selecting filter fields, just click on “Filter” button to apply selected filters.

If filter fields are not helpful for you to find a gift certificate order, you can use the search field at the top right section above the orders table. In this field you can enter several types of keywords in order to search gift certificate orders matching entered keywords. Keywords you can enter for searching gift certificate orders are:

Gift cert order ID. Example: 17108
Gift cert customer name. Example: Dave Best
Gift cert unique ID. Example: 180920-17108
Recipient Name. Example: Dave Best
Recipient Email. Example: davebest@bestimpressions.org
Recipient Phone. Example: 111222333 ( use only numbers without spaces or dashes! )

Please note that there is currently a bug in WooCommerce, which show incorrect results for some searches. If, for example you search for “Jeff Martens”, you won’t get any results even if there is gift certificate order which has the recipient name set to “Jeff Martens”. Until this bug is fixed, the workaround is to duplicate the search term, so search for “Jeff Martens Jeff Martens” instead. This workaround ensures that the search results show what is being searched for. Note that this bug only appears with gift certificate order searches, but not with bookings (reservations) searches.

Order Details & Order Statuses

When you go to the gift certificate order edit page, at the top of the page you can find details about the order and the customer. You can adjust any of these settings, including creating a new customer for that gift certificate directly on the gift certificate edit page.

An important field in order details section is “Order Status” field. The order status will be automatically be set to “Pending Payment” or “Processing” while a customer is trying to make a payment for a new gift certificate order, depending on what step the customer is in on the checkout page. In this case you should wait for the customer to complete payment, and the gift certificate order status will then automatically change to “On hold”. Therefore, when you see a new gift certificate order with status “On hold”, this means that the order has been placed by a customer from the website. Please note that only gift certificate orders with “On Hold” or “Completed” status can be applied to booking orders. Please note that when gift certificate order is applied to booking order, and when that booking order is changed to completed, linked gift certificate order will also automatically change its status to completed.

A gift certificate order will automatically set its status to “Failed” if payment is either failed or declined by the payment processor.

Similar to the above “Failed” status, you can manually cancel a gift certificate order by setting the status to “Canceled”.

As you can see in the image above, if a gift certificate is already applied to a booking order, you will see a notification about it.

Alternatively, if a gift certificate order has an “On Hold” or “Completed” status, and the gift order is fully paid in the transactions section (shows as Paid) but is not already applied to any booking order, you will see a message similar to this:

Finally, if a gift certificate order has “On Hold” or “Completed” status, but the order is still not paid and is still not applied to any booking order, you will see message similar to this:

Edit Order Items

Below the order details section you can find the order items section, which contains the order items table and order totals.

As you can see in image above, there is only one item in a gift certificate order; the gift certificate product. You should never add another product item to the order, because gift certificate orders should contain only one gift certificate product item. In this item you can see all the configuration options the customer selected for the gift certificate

If you want to edit any of configuration options or the price for the gift certificate item, hover with your mouse over the gift certificate item row, and click the “Pencil” edit icon in right hand side

There is also a “Delete” icon, which allows you to delete the item from the order.

When you click on the “Edit” icon, you will be able to change price values and configuration fields for the gift certificate item:

In the price edit section you can see two fields – “Pre Discount” and “Total”. “Total” is the amount you want to set for the gift certificate product item. You should ignore the “Pre Discount” field because it is not used by the system in gift certificate orders.

The Gift Cert ID field is automatically generated in format OrderDate-OrderID. From the example above, when the Gift Cert ID is 180920-17108, this means that the gift certificate order ID is 17108 and it was created on September 20th, 2018. If you want to change the gift cert ID, you need to follow the same format: YYMMDD-AnyNumber.

If you want to add a gift certificate order to a booking order by using the “Gift Cert ID”, please note that the gift certificate order needs to be fully paid in the transactions section and it can only be used if it is not applied to another booking order; because a gift certificate order can only be applied to a single booking order. If those requirements are met, you can copy the “Gift Cert ID” and paste it into a booking order under the edit section of the lodge item ( for more info about how to edit a booking order, please check the Manage Booking Orders section ):

Expiration date field is also automatically generated from the value set in Site Options ( Gift Certificates tab ), and it is set usually to +1 year from the gift order’s creation date. You can also change that date from the gift certificate order edit page if you want to allow a gift certificate to be valid for more or less time.

You can click on the “View PDF” button below the configuration fields, to see the PDF that was generated with the actual gift certificate data. This opens the PDF in a new window in case you need to save it or print it.

Adding New Order Items

At the bottom of the order items section, you can see buttons for adding new product items to the order. Please do not use any of those, because the system will not allow you to have any other order item together with a gift certificate product item. These buttons can only be used on booking orders.

The only exception is when you are creating a new gift certificate order manually – then you can use “Add Gift” button in order to add a gift certificate product to a new order. In this case, on a new order page you can click on the “Add Gift” button, and then fill in the gift certificate configuration fields as required.

Adding Fee or Tax

In a gift certificate order you should never add any fees. That option is still supported if for any reason you need to. The functionality for adding a fee is the same as in the booking order edit page Please check that section for instructions.

The gift certificate product is set to exclude tax, so you won’t see tax columns while a editing a gift certificate product item in a gift certificate order. If you need to set tax for the gift certificate product in the future, please go to the gift certificate product edit screen, and set the appropriate tax class there. You can see instructions about how to do that in the “Manage Gift Certificate Product” section.

Add Refund

You can add a partial or full refund to the gift certificate order. To do so, click on the “Refund” button:

When you finish adding a refund, you will see the refund order item added with updated totals based on refund amount.

Transactions

Below the order items section you can see the transactions section.

When a new gift certificate order has been placed by a customer, they will already have paid the full order total amount, and you will see that as the only transaction, so there is no need for you to add another transaction. If for some reason you need to add a transaction manually, simply click on the “Add New” button.

All transactions are usually automatically added to QuickBooks, but if that fails, you can manually add it by selecting the QB checkbox:

When you change or delete a transaction that already exists, those changes won’t affect the sale receipt in QuickBooks, which means that you will need to make the same changes manually in QuickBooks.

Emails

In the “Emails” section of the gift certificate order edit page, you can send emails to the customer and see all emails already sent to that customer regarding this gift certificate order.

In order to send an email, you first need to choose the appropriate email template from the dropdown. Please check the “Manage Emails” section for an explanation on how you create and manage email templates that you can send from here.

Usually when you review and accept a gift certificate order, you will need to send the “Confirmation Email ( Gift Certificate )” email to customer. When you choose that email template from the dropdown, you can either click on the “Send Immediately” or the “Edit First” button.

The “Send Immediately” button if clicked, will send the booking confirmation email template to the customer right away.

As you can see in the image above, there is also gift-cert-placeholder.pdf attachment added. Because the PDF content is always different, we cannot add a normal PDF attachment to the gift certificate email template. That’s why the placeholder PDF file is added, and the system recognizes that file by its filename, and during the email sending process it replaces the PDF content with the actual content from the gift certificate order. For this reason, you shouldn’t change that attachment if you want the gift certificate PDF to be included in the email. Of course you can always manually add more attachments alongside the placeholder PDF attachment.

You can also customize the PDF content in the email attachment by editing this field:

After you make changes, you can select the “Send Email” checkbox, and then just press the blue “Update” button in the sidebar. This will send the edited email to the customer. As mentioned above, this will only change the email for that gift certificate order, not the template version.

If you save the email without sending it, you can then see a preview of changes in the “Email Preview” section:

Notes

In the sidebar of the gift certificate order edit page you can see the “Notes” section:

Notes are automatically added by the system whenever you change the order status. Notes are also added by the payment processor about the charge status.

You can also add private note, which will only show to you and other admins who will view and edit that gift certificate order.

Because “Info:” prefix is only for booking orders, you can delete it when writing notes for gift certificate orders.

Please ignore the option to change the note type to “Note to customer” as this function is not enabled in the reservation system.

Discounts

You can manage custom discounts by going to “Discounts” > “All Discounts” from the main menu.

On this page you can see a list of all the discount items added to the system. You can go to the edit page for any of them by clicking on a discount item’s title or you can create a new discount by clicking on the “Add Discount” button.

Fields available for configuring discounts are:

Title. In this field you need to define the title for the discount. The title is only visible to admins, and usually it is the same as the discount code. The title should be entered in a way to be descriptive to admins.
Discount Code. In this field you need to enter the discount code that visitors can use on the booking page to apply discounts. The code is not case sensitive, so it will be valid regardless of whether the visitor enters it in upper or lower case.
Discount Type. You can choose between flat discount and percentage discount.
Discount Value. You need to enter the discount value in this field. The value needs to be a %age or a $dollar value (based on preceding field), but please enter just the numeric value, without $ or % signs.
Discount Availability. This field allows you to define whether the discount should be available to all lodges or only to specific lodges. Simply select “All Lodges” to allow this discount to be available when booking any lodge. Otherwise if “Only for specific lodges” is selected, the lodge selector field will appear, where you can select lodges for which this discount should be available.
Min/Max Nights/Persons. These fields allow you to define booking limits for the discount. You only need to enter numbers in those fields. For “No Limit”, just leave field blank.
Date(s) active. In this field section you can create period(s) for booking dates in which this discount can be used. Please note that both check-in and check-out dates in the booking order must be inside the defined date ranges here in order for this discount code to be valid. You can omit the start date if you want the discount to be valid from any date until a specific date only. Also you can omit the end date if you want the discount to be valid from a specific date to any date in future. If you don’t define any ranges here, the discount will be available for any booking dates.

If you want to temporarily or permanently disable the discount, just set Visibility to “Private”.

Manage Emails

Emails are managed in 2 different post types – Email templates post and Email post. Email templates are used for defining email content, attachments etc. for repeat use, so that admin doesn’t need to enter the same email content again and again. Email templates are also automatically used by the system for sending common emails, for example the email confirmation email that is sent to clients to confirm that a booking reservation is received. The alternative Email posts are records of emails which are sent automatically by the system, or emails which admin create and send manually.

When the system is sending a booking confirmation email template – it copies the content, email settings and attachments ( if any ) from the booking confirmation email template post to the booking confirmation email post and sets the order ID for that email. Only then does the system send that email to the customer. So an email template is never sent directly, but instead it is always just a template – it needs to be copied to an email either manually by admin or automatically by the system, and then the email is sent to the defined email address.

You can define “Send to email address” only in an email post, but not in email template, because the intention of a template is not to send an email to a single address. You can send template emails to a client by going to the order edit screen, and then select the email template you want to send. Then the system will automatically copy the email template to an email, and only then it will fill the “Send to email address” from the order customer data, and then it will send the email. You can see that option explained in more detail here.

Email posts ( Sent Emails )

You can find all emails sent by the reservation system by going to the “Emails” option from the main menu.

If you open any of the email posts, you can see a “Send email” checkbox in the sidebar.

When you select this checkbox and save the post, that email will be sent again to the email address defined in that post. This allows you to edit the email content and then resend the email to the client if needed.

You can also create a completely new email by going to “Emails > Add New” from the main menu. You can edit and save an email post unlimited times, but the email will only be sent when you select the “Send email” checkbox in the sidebar, and then save the email post.

If you are creating a new email related to a specific order, please set the “Related Order ID” field if you want to see that email also on the order edit page and also to be able to use order shortcodes in the email content. Available order shortcodes for use in email content are listed below in the “Email Templates” section.

You can also see a preview of any email when you save it.

Email Templates

You can manage Email Templates by clicking on the “Email Templates” option from the main menu.

In this section you can find all existing email templates used by the reservation system. You can also add a completely new email template if you know you will use the same email content more than once.

These are template posts already created by reservation system, and you shouldn’t delete them unless you have an alternative new template prepared instead:

Confirmation Email ( Booking ). This email template is used by the reservation script to send a confirmation email to the client after a reservation has been placed. Because this template will have the “Related Order” set during email sending, you can use order and booking related shortcodes inside its content ( see the section below for all available shortcodes ).
Confirmation Email ( Gift Certificate ). This email template is used by the reservation script to send a confirmation email to the client after ordering a gift certificate. Because this template will have the “Related Order” set during email sending, you can use order related shortcodes inside its content ( see section below for all available shortcodes ).
New Order Notification ( To Admin ). This email template is used by the reservation script to send a confirmation email to admin after a new order arrives. Because this template will have the “Related Order” set during email sending, you can use order related shortcodes inside its content ( see section below for all available shortcodes ).
Post Stay Email. This email template is used by reservation script to send a post stay email to the client. Because this template will have the “Related Order” set during email sending, you can use order related shortcodes inside its content ( see section below for all available shortcodes ).
New Email. This template is used for sending new blank emails manually by admin. It can be used to send non standard emails to the client from order edit page.

If you want to change the order of the “Email Template” posts, you can do so by going to “Email Templates” > “Re-Order” from the main menu. In that section you can use drag-and-drop with your mouse in order to re-order the template emails.

The templates order that you define above will be applied to the templates index page and also in the “Emails” section of booking/gift order edit pages.

Shortcodes In Email Templates / Email posts

There are some generic shortcodes that you can use in all email template posts and all email posts:

[email-header] – This should be used at the top of email content. It will print the email header defined in the Site Options page.
[email-first-half-column] first column’s content goes here [/email-first-half-column]
[email-second-half-column] second column’s content goes here [/email-second-half-column]
These shortcodes are used to split email content to 2 columns.
[email-view-in-browser-link] – This is used to display a link for viewing the email inside a browser. This is useful for email programs which don’t display images or don’t allow any styles to be shown in an email.

Email templates automatically sent by the system for orders or manually sent by admin from the order edit page – will have automatically set the “Related order”, which means that you can use order related shortcodes in those emails. These shortcodes are:

[guest-first-name] – Guest’s first name
[guest-last-name] – Guest’s last name
[guest-full-name] – Guest’s full name
[guest-email] – Guest’s email address
[guest-phone] – Guest’s phone number
[guest-company] – Guest’s company name
[guest-address-1] – Guest’s address line 1
[guest-address-2] – Guest’s address line 2
[guest-city] – Guest’s city
[guest-postcode] – Guest’s postcode
[guest-state] – Guest’s state
[guest-country] – Guest’s country
[guest-full-address] – Guest’s full address. Will display address line 1, address line 2 ( if exists ), city, postcode, state and country. Each of those will be displayed in separate line.
[guest-username] – Guest’s username if guest is registered. If not, this field will be empty.
[guest-orders-count] – Guest’s orders count if guest is registered. If not, this field will be empty.
[guest-total-spent] – Guest’s total spent amount on site, which will use sum of all orders made by that visitor. It will be equal to zero if visitor is not registered.
[order-id] – Order ID
[order-edit-url] – Link for admins to edit the order. Should be used in emails sent to admins only.
[order-notes] – Notes added by visitor during order process. It can be empty if visitor didn’t fill that field.
[email-order-items] – Will display table with all order items listed with their prices.
[email-order-items-totals] – Will display table with order totals ( subtotal, taxes, deposit, total )

Only if you are adding/editing email content for bookings, you can use booking related shortcodes:

[order-lodge-name] – Name for the lodge product
[order-lodge-check-in] – Check-in date
[order-lodge-check-out] – Check-out date
[order-lodge-nights-num] – Number of nights for the booking order
[order-lodge-people-num] – Number of people for the booking order
[order-lodge-rooms] – List of rooms and beds configuration selected by visitor
[order-lodge-promo-code] – Promo code entered by visitor ( if exists and if its valid )
[order-door-code] – The lodge’s door code, which is automatically generated by to be the last 4 digits from the guest’s phone number. If for some reason a phone number is not entered, the door code will always be equal to 0000.
[order-gift-cert] – Gift certificate code ( if exists )

Taxes

Taxes are managed in Woocommerce > Settings > Tax.

On this page you can also define additional tax classes inside the “Additional tax classes” field. After you add a new tax class here and save changes, the added tax class will appear as a new tab on the same page alongside the existing tax classes.

When you go to the edit screen of any tax class, you will see a data table which defines the tax settings and rates for that specific tax class

As you can see, there are several fields you can configure for the tax rate. Note that many of these fields are not likely to apply for Mount 7 Lodges, because the tax rate for our products is calculated locally (in Golden, British Columbia, Canada) rather than eCommerce tax calculations which are often based on the customer location:

Country code. In this field you can restrict the rate to a specific customer country only. If you want to define a country in that field, please only enter the 2-digit country code. You can see codes for all countries by clicking on the “Country code” title. This will redirect you to https://en.wikipedia.org/wiki/ISO_3166-1#Current_codes where you can see 2-digit codes for all countries and states. Leave this field blank to apply the rate to all countries.
State code. This field has the same function as the one above – it allows you to only show this tax rate to customers from specific states. You can see the available state codes here. As with the above field, please leave this field empty if you don’t want to restrict tax rate by state.
Postcode / ZIP. This field has same function as the above ones – it allows you to only show this tax rate to customers who live in a specific postcode/ZIP region. You can use multiple codes there by inserting a semi-colon between them, for example: 12345;12346. If the code is numeric only, you can use ranges also by inserting 3 dots between codes, for example: 12345…12350. You can also use an asterisk as a wildcard, for example PE* would match all postcodes starting with PE.
City. This field has same function as above ones – it allows you to show this tax rate only to customer who lives in specific city. You can use multiple cities there by inserting semi-colon between them, for example: Golden;Calgary. Leave blank to apply to all cities.
Rate %. In this field you need to define the tax rate value. It allows you to enter a rate with up to 4 decimal places.
Tax name. In this field you need to define the name for the tax rate. This name will show to admins and also to customers during the checkout process.
Priority. In this field you need to define a numerical value for tax priority. Only one matching rate per priority will be used. To define multiple tax rates for a single area you need to specify a different priority per rate. If you set the priority to 1, that rate will apply always before rate which has priority > 1
Compound. If the tax rate has the compound option selected, it will apply on top of other tax rates.
Shipping. You should ignore this option because shipping is not used in the system.

You can delete one or more tax rates by selecting them ( clicking on a tax rate row will highlight it in yellow ), and then click on the “Remove selected row(s)” button

When you save changes, you can set a saved tax class to be applied to any LSA product. To do so, go to the appropriate LSA product edit page, and in the tax section you can set the desired tax class to apply for that product.

Reports

There are 2 main types of Reports available in the admin panel.

Default WC Report available in Woocommerce > Reports which offers some basic info about all orders: sales info (order values by date and by product) and customer information al of which can be reported on for custom periods. Please note that there is no user guide written for this function, as it is fairly intuitive. If you need more information, it can be found here: https://docs.woocommerce.com/document/reports/
The custom Mount 7 Lodges (M7L) reports are available in a separate “Reports” menu item.

M7L reports offer 3 different types of report – Changeovers, Occupancy and Comparison.

Changeovers

You can generate and filter the Changeovers report by these fields:

Report For. In this field you can specify whether you want the report to be generated for All Lodges or for a specific Lodge only.
Date Range. In this field you can select the date range for the report. If you omit the “From” date, the report will start from the first reservation recorded in the system. If you omit the “To” date, the report will include all future reservations recorded in the system.

The Changeovers report results will show 2 tables. The first table will show the guest info, the bed configuration, the number of people and any additional info ( if it exists ) with a row per date. The second table will show lodge check-ins and check-outs with a row per date.

After you generate the report, you can export the results to CSV or PDF by clicking on the desired export button.

Occupancy

You can generate and filter the Occupancy report by these fields:

Report For. In this field you can specify whether you want the report to be generated for All Lodges or for a specific Lodge only.
Date Range. In this field you can select the date range for the report. If you omit the “From” month, the report will start from the first reservation recorded in the system. If you omit the “To” month, the report will include all future reservations recorded in the system.

The Occupancy report will show occupancy data for each month in the selected range.

After you generate the report, you can export the results to CSV or PDF by clicking on the desired export button.

Comparison

You can generate and filter the Comparison report by these fields:

Report For. In this field you can specify whether you want the report to be generated for All Lodges or for a specific Lodge only.
For bookings created until. In this field you can select a specific date, and this will trigger the report to include only bookings which are created prior to that date.
Date Range. In this field you can select the date range for the report. This range is not for dates when the bookings were created, but instead for the bookings check-in / check-out dates. If you omit the “From” date, the report will start from the first reservation recorded in the system. If you omit the “To” date, the report will include all future reservations recorded in the system.

The Comparison report will show booking data for each booking in the selected range.

After you generate the report, you can export the results to CSV or PDF by clicking on the desired export button.

Lodge Availability Shortcodes

If you want to show availability calendars on any page on the website, you can do that by using the [availability_calendars] shortcode.

Syntax for this shortcode is:
[availability_calendars lodge_id="0" show_title="1" show_legend="1" months_num="3" category=""]

As you can see in the above syntax and image, you can use the following attributes in the shortcode:

lodge_id. In this attribute you can set a Lodge product ID for which you want to show calendars. If you omit this attribute or set the value to zero – the shortcode will display calendars for all published lodges. If you want to show multiple calendars, you can use comma separated lodge product ID numbers. Or, if you want to show all Lodges that are part of a category, you can use the “category” attribute (see below for more information)
show_title. You can set this attribute value to 1 or 0. If you set the value to 1, the shortcode will display the lodge title above the calendars. If you omit this attribute or set the value to 0 zero – the shortcode will not display the title.
show_legend. You can set this attribute value to 1 or 0. If you set the value to 1, the shortcode will also display the day status legend above the calendars. If you omit this attribute or set the value to 0 zero – the shortcode will not display the legend.
months_num. In this attribute you can define how many ‘monthly’ calendars you want to display for each individual lodge. Please note that it is not recommended to enter a value larger than 3, because more than 3 calendars in a row will make them difficult to read.
category. If you want to display all lodges calendars but only for specific category, then you can define the category slug in this attribute. This attribute is useful if you want to display calendars for a specific “company”. Currently there are 2 product categories: Mount 7 Lodges and Ben Stephenson. Therefore, if you want to show calendars for all lodges which are in the Mount 7 Lodges category, then set category value to be mount-7-lodges.

In the page where you want to display availability calendars, you can also add a dropdown month filter for those calendars by adding the [availability_months_filter] shortcode at the top of the page. The only attribute you can use in this shortcode is “months”, in which you can define the number of months you want to offer in the dropdown. By default the dropdown will show 24 months (current month + 23).

Syntax for this shortcode is:
[availability_months_filter months="24"]

The last reservation system shortcode you can use in pages is the [availability_search]. This shortcode will display the availability search fields, as you can see on Availability Search page. The only attribute you can use in this shortcode is “category”. This attribute has the same function as the category attribute explained above in the availability_calendars shortcode.

Syntax for this shortcode is:
[availability_search category=""]

Site Options

You can manage Site Wide Options by going to that item in the admin area main menu.

In this section you can see fields grouped in tabs

Lodge Options Tab

In this tab section, you can define some global limits for lodge bookings – min/max guests and min/max nights. Please note that these limits are default ones, so they will apply only if there are no limits set in the specific lodge edit screen. If, for example, you define limits in the Deer Lodge product edit screen, those limits will override the default ones set on this tab in Site Options.

In this tab you can also set the default content for the “Thank you” page. This page appears after a visitor has successfully finished their booking and paid. Please note that you can also override this field per lodge, so in each Lodge product edit screen you can define a custom “Thank you” page which will only apply for that lodge.

Inside the content for the “Thank you page” you can use these shortcodes: [lodge_name], [check_in], [check_out] and [people_num] which will insert dynamic data based on the booking they have just made.

Pages tab

In this section you need to define the default pages which are used by the reservation script, shortcodes etc. Some of these pages can be defined per lodge, so you can go to each lodge product edit screen and set customized page(s) for each lodge.

Gift Certificates tab

In this section you can define:

Gift Certificate Product. This product is then used as the order item when a visitor buys a gift certificate. The price is not defined in the product edit screen, because the price for gift certificates is always dynamic, and depends on the amount the visitor entered when ordering a gift certificate.
PDF Header Image. In this field you can define the header image which will be used in the Gift Certificate PDF file, which will be sent via email to the visitor who bought the gift certificate.
PDF Content. Here you can define the main content for the Gift Certificate PDF file, which will be sent via email to the visitor who bought gift certificate.
Default Expiration Date. In this field you need to define the default expiration date for gift certificates. By default this is set to 1 year after the certificate is ordered.
Thank You Page – Confirmation Message. In this field you can add content for the “Thank you” page when a visitor completes ordering of a gift certificate. Unlike the “Thank you” page content for lodges, you cannot define any shortcodes for the gift certificate “Thank you” page.
Gift Confirmation Email Template. In this field you need to define which email template will be used when sending the confirmation email to a customer after they order a gift certificate. You can edit the email template content by going to the “Email Templates” item from the main menu. You can find out more about email templates in the “Email templates” section of this user guide.

Theme Styles tab

In this section you can define colors for the day statuses in calendars. In future we may add more site styling options here, so this section is not reserved for calendar styling only.

Taxes tab

In this section you can configure automatic replacement of tax classes for the LSA products. For example, if you need to apply a new tax class to a product from the start of next year, you don’t need to replace the tax class yourself when the New Year starts. Instead you can use this section to configure automatic replacement of tax classes from a specific date.

Deposit tab

In this section you can define:

Enable Deposit Functionality. When this checkbox is not selected, the deposit function is disabled, and this forces a customer to always pay the full amount for online bookings.
Product’s default deposit options. In this fields group you can define how deposits will be calculated. Please note that these fields are the default for all bookings, but you can override these settings for each lodge product in their edit screens. Please also note that if a deposit calculation is equal to or greater than the cart subtotal amount, then the deposit function will automatically be disabled for that booking, and the script will require the full payment from the customer (inc taxes).
This field group allows you to select 3 different deposit types:
- Custom Amount. This option allows you to define a custom fixed or percentage amount. In the amount field you need to enter a number. If you choose “Fixed Value” as the option, you just need to enter a value without CAD or $ prefix. Entering 500 will mean that each booking will require a $500 deposit. As mentioned above, if there is a booking for which the cart subtotal is (for example) less than $500, then the deposit will be disabled and the visitor will pay the full booking amount only, (which in this example will be less than $500).
- Full Payment As Deposit. If this option is selected, the deposit will be equal to the full price for each of the LSA products. This approach allows you to override the deposit for one or more SA products, but to keep the full lodge price to be paid as a deposit.
- Full Payment Without Deposit. This option is similar to the previous option, but the difference is that it will treat all LSA products with zero deposit by default. This approach allows you to disable deposits for all LSA products, but then to override this option in specific LSA product edit screens, to, for example, allow deposit only for some supplements etc.
- Please note that these fields are only default ones. This means that they will only be applied to LSA products which has “Default” as the value for the deposit type in the product edit screen. If any other deposit type option is set in the LSA product edit screen for that product, then these default fields will be ignored and instead fields from that product edit screen will be used in the booking calculations. These fields only help you to quickly change a settings for all LSA products which have “Default” as the value for the deposit type in the product edit screen.
You can select “Use 1 night stay price if it is greater than calculated deposit amount for the lodge” checkbox if you want to increase the deposit amount to the price of a 1 night stay in the lodge, if the deposit calculation results in an amount which is less than the chosen lodge’s one night stay amount.
In “Use 1 night stay price if it is greater than calculated deposit amount for the lodge” field you can define number of nights under which the core deposit rule will be forced to be deactivated. For example if you want the customer to always pay full booking price if he wants to stay less than 3 days. In this case you would enter 3 as this field value.

Emails tab

In this section you can configure the default fields for sending emails.

Emails Header Content. In this field you can change the content for the emails header. This content will be used in the header of all emails you send via the reservation script. You should only enter generic information, and never use that for entering specific lodge information, as it will not only be used for lodge bookings. It will be used for all emails in the system.
SMTP Connection Info. If you want to use SMTP for sending emails – you can configure it in these fields.
Debug Email Address. If you want to test email functionality, enter your testing email address in this field, and that will force all emails to be sent only to the email address you define in this field. In this way you are preventing clients from getting emails while you are testing reservation system functionality.
New Order Email. In this field group you can define which template will be used for sending emails to admin when a new order arrives. You can also define to which email address that notification email will be sent.
Post Stay Email Template. In this field you can define what email template will be used for sending post stay emails. You can go to the email templates section from the main menu, and edit each email template there.
Post Stay Email Remainder. In this field you can define how many days after checkout date, admin should see the reminder to send the post-stay email. This reminder will only show in the bookings index page.

Quick Books tab

In this tab you can for now find only the button to reload data from QB. Use that button when you change config of items in QB. For example if you add a new item for supplement in QB, you need to refresh QB data here in order for that item to appear in QB tab of supplement product edit screen.

Miscellaneous tab

In this tab you can manage miscellaneous settings. Currently there is only field in which you can forbid deleting of products from the trash. Usually if you want to delete any product, you can send it to trash, but if you delete it from trash – it will disappear completely, so you won’t be able to see it in old orders.

Scripts tab

In this tab you can add scripts which should load in the header and/or footer of site page. This is useful if you need to add Google Analytics code or similar to site pages.

You can select the “Implement only on specific pages/posts” checkbox if you need to only run a script on specific pages on website.

Key Notes

If in any doubt, please contact Dave Best with any questions. It is much easier for Dave to make revisions than to try and correct errors that have been made.

Whenever you make a change on the website or reservation system: CHECK ALL CHANGES

User Guide

Contents

Introduction

Manage Lodge Products

Calendar Tab

Lodge Options Tab

Rooms Tab

Discounts Tab

QuickBooks Tab

“Product Data” section

Sidebar section

Manage Supplement Products

Manage Activity Products

Manage Gift Certificate Product

Manage Booking Page(s)

Manage Booking Orders

Filter / Search Orders

Order Details & Order Statuses

Edit Order Items

Adding New Order Items

Add Custom Tax Class

Add Fee

Add Refund

Transactions

How Did You Find Us

Emails

Notes

Post Stay Reminder

Creating New Backend Reservations

Adding new order items

Order Status

Order Emails

Transactions

Manage “Find Us” items

“Find Us” Categories

Manage Gift Certificate Orders

Filter / Search Orders

Order Details & Order Statuses

Edit Order Items

Adding New Order Items

Adding Fee or Tax

Add Refund

Transactions

Emails

Notes

Discounts

Manage Emails

Email posts ( Sent Emails )

Email Templates

Shortcodes In Email Templates / Email posts

Taxes

Reports

Changeovers

Occupancy

Comparison

Lodge Availability Shortcodes

Site Options

Lodge Options Tab

Pages tab

Gift Certificates tab

Theme Styles tab

Taxes tab

Deposit tab

Emails tab

Quick Books tab

Miscellaneous tab

Scripts tab

Key Notes

Booking Links

Rates & Policies

Stay In Touch

GET SOCIAL