Booking management

Bookings are the core of Floatist. Each booking represents a single charter and tracks the entire lifecycle from creation through check-out and deposit release.

Creating a booking

To create a booking, navigate to Bookings > List and click Create booking. The following information is used when creating a booking:

• Boat: the yacht being chartered
• Dates: a single date-range picker: pick the check-in date, then the check-out date, in one calendar. Same-day charters are supported: pick the same date for both ends and set different times.
• Start base / End base: the marina where the charter begins and ends
• Contact: the guest’s Name, Email (used to send the boarding pass and guest app access) and Phone number. Pick someone from your contact directory with Search contacts…, or type the details on the booking. See A booking’s contact.

Once you have picked a boat and valid dates, whether creating a new booking or editing an existing one, Floatist checks that window against every other booking and pending request on the boat. If it finds an overlap, a warning banner appears above an inline calendar showing exactly what clashes, so staff can decide before saving instead of finding out after.

Tip

Floatist blocks two overlapping bookings that were both created directly in Floatist. A booking imported from MMK or NauSYS is not covered by that block, so if a new Floatist booking overlaps with one, the warning above is your signal to double check before saving.

The booking calendar

Bookings > Calendar is the visual surface for managing your fleet’s schedule. It has two complementary views:

• Timeline view: a zoomable horizontal timeline. Each page covers one full year, so you can scan bookings across months without losing context. Use the zoom to focus down to a week-level view that’s optimised for day-charter operations.
• Detail view: a one-month layout that shows every extra booked for each charter at a glance. Useful when you need to see what’s been ordered alongside the bookings themselves.

The calendar remembers your scroll position, so when you navigate away and come back you land exactly where you left off.

If you use MMK, turn on Integrations in the calendar header to show what’s on each boat’s MMK calendar right under the boat: reservations, options, owner weeks, services and regattas. See Seeing MMK schedule in the booking calendar.

Calendar filters

A Bases and a Boat type picker sit above the calendar at all times, scoping which bases and boat types you’re looking at. Pick one or more of each, and only matching boats (and their rows) stay on the calendar. Your selection is remembered per browser, so it’s still set the next time you open the calendar. Next to them, the filter panel covers two fields:

• Is archived: show or hide archived bookings
• Extras: filter by specific extras, with switches for extras Pending approval and with an Outdated version

Note

The calendar’s scope picker filters by boat type, not by a specific boat. To filter by an individual boat, use the booking list instead. See Filtering bookings.

Filtering bookings

The booking list opens on a saved view instead of a blank filter set. Pick a view from the dropdown at the top of the list:

• Turnaround day (the default): bookings departing or arriving today
• Upcoming: charters starting soon
• Pending emails: bookings waiting on a confirmation or reminder email
• Outdated extras: bookings with extras that need a refresh
• Custom: build your own filter set from scratch

Click Add filter to add any available field, including Boat, Boat type (sailing yacht, catamaran, motor yacht, or RIB), Departure base, Arrival base, My boats, My bases, dates, and more. Each filter you add gets its own row with a menu to:

• Negate: flip it to “is not” (shown inline as a not prefix on the filter)
• Disable: keep the filter defined but skip it, without deleting it
• Duplicate or Remove it

If you change a view’s filters, the view switches to Temporary view and nothing is saved automatically. Use Revert to snap the filters back to the view’s original set, or the Go back to <view name> link to leave the temporary set entirely and return to the view you started from.

Client contact column

The booking list’s Client contact column shows the guest’s name, email, and phone number together, so you can reach anyone on the water without opening their booking first. Useful when a storm is coming in and you need to call or text everyone currently out.

• Email opens a mailto: link; phone opens a call/WhatsApp link when it’s in valid international format
• Both the email and the phone number have a copy icon, so you can paste them straight into a text message or another system

The same combined contact block also appears on the booking detail view, and the Email status column has been renamed Boarding pass to make clear what it’s tracking. See What’s on the boarding pass.

Filtering by date

The Dates filter first asks which date it should match on: Departure, Arrival, Departure or Arrival, or On charter. From there, pick the range using either a quick preset (Today, Yesterday, today or tomorrow, Next 7 days, Next 30 days, From today onwards, All time, Select dates) or set From and To individually, each as Any, Relative (for example “Today +60 days”), or a specific Date.

Select dates opens the calendar straight into range mode with today picked on both ends, ready to drag into whatever exact pair of days you need, including a single day, picked once. It stays highlighted for any specific date pair you land on, not just the day it seeded.

Booking sources

Bookings can enter Floatist from different sources:

• Floatist: created directly in the app
• MMK: imported from the MMK booking platform
• NauSYS: imported from the NauSYS system

The source is shown as a small icon on calendar bars and next to the boat name in the bookings list. Hover the icon to see its name.

Bookings imported from an external source keep their boat, dates, bases and contact in sync with the original system, so those fields are locked. To edit them, switch off syncing for that part of the booking. See Syncing with an external source.

Booking requests from the marketing website

Bookings can also originate from a guest submitting a request on your marketing website, or from your own team entering one on the phone (see Taking phone bookings). Requests land in the request queue as Pending until staff review them and either archive them or confirm the booking. See Reviewing requests for the full triage process.

Booking lifecycle

Every booking progresses through six stages. The stage is automatically determined based on which process steps have been completed on the booking timeline.

Stage 0: Pending

The status when a booking comes directly from the marketing website and is not yet confirmed. See Booking requests from the marketing website. Once staff review and confirm the request in the request queue, the booking request moves from Pending to Accepted and shows as a confirmed booking in the Booking List and Calendar.

Stage 1: Preparation

The initial state once a booking is created or confirmed. The boat needs to be prepared before the guest arrives.

Process steps to complete:

• Crew list submitted: guest crew information is collected
• Repairs done: any required maintenance is finished
• Cleaning outside: exterior of the boat is cleaned
• Cleaning inside: interior of the boat is cleaned

Stage 2: Ready for check-in

Once all preparation steps are complete, the booking moves to Ready for check-in. The boat is prepared and waiting for the guest to arrive.

Process steps to complete:

• Office check-in: the office check-in is done
• Deposit paid: the security deposit has been received
• Client pre-check: the guest completes the pre check-in on the guest app (this is optional, can be skipped or marked as done manually)
• Check-in: staff has completed the check-in checklist

Stage 3: On charter

The guest is actively sailing. The booking remains in this stage until the guest returns.

Process steps to complete:

• Ready for checkout: the guest signals they are ready to return the boat

Stage 4: Ready for check-out

The guest has returned and is ready for the check-out process.

Process steps to complete:

• Ready for check-out: guest requests check-out when they are ready for someone to come on board
• Check-out: staff has completed the check-out checklist
• Deposit released: the security deposit is returned (with any deductions if applicable)

Stage 5: Checked out

The booking is complete. All process steps have been finished, the deposit has been settled, and the booking is closed.

Note

Each step change is recorded in the Activity feed, so you always have a full audit trail of who did what and when.

Additional process steps

Beyond the core stage progression, the booking timeline also tracks:

• Extras prepared: any booked extras (equipment, provisions) are ready
• Client arrived: the guest has physically arrived at the base
• Client check-in submitted: the guest completed their part of the check-in
• Extras cleaned: rented extras have been returned and cleaned
• Diver inspection: an underwater hull inspection has been done

Booking payments

Every payment taken for a booking shows on its Payments tab, and in the combined Payments > All payments list across your whole account. See Reviewing payments in Floatist.

Booking issues

Issues allow crew and staff to report problems during a charter. You can find them in the Issues tab on a booking.

• Open an issue with a title, description, and optional photos
• Discuss via messages: both crew and staff can send messages with images
• Close the issue once resolved, or reopen it if needed

Issues are a great way to keep a record of any damage, complaints, or incidents that happen during a charter.

Syncing with an external source

When a booking is imported from MMK or NauSYS, its details card shows a sync panel with two switches:

• Sync booking: keeps the boat, dates, start and end base, and archived state in line with the source. While it’s on, those fields are locked.
• Sync contact: keeps the booking’s contact in line with the source. While it’s on, the Contact section is locked.

To edit a locked field (for example, when MMK has the wrong details or you want to manage the booking in Floatist), switch off only the relevant part and edit the booking.

Edit the contact, keep the rest syncing

Switch off Sync contact to edit the booking’s contact details directly, while the boat, dates and bases keep syncing through Sync booking. Your edits change this booking only, not the contact in your contact directory and not MMK.

Switch a part back on and the booking takes the source’s values again straight away. For the MMK contact, that means the contact picked by the Booking contact setting on your MMK integration page, and any contact overrides on the booking are replaced. Every switch change is logged in the booking’s activity, and changing the switches needs the Admin or Booking manager role.

For an MMK booking, the sync panel also has Details, which opens the full MMK reservation, and Open in MMK, which takes you straight to the reservation in MMK.

This replaces detaching a booking from its source. See Keeping a booking in sync for the full detail, including what happens when a booking and MMK drift apart.

Archiving bookings

You can archive a booking to hide it from the default booking list without permanently deleting it. Archived bookings can be found by filtering for archived bookings in the booking list.

Archiving or unarchiving a booking that syncs from MMK or NauSYS switches its Sync booking off, so the next sync doesn’t undo your change.

Remarks history

On the booking detail view we display all previous remarks, images and notes right from the same view. This way you can easily verify what has been recorded for a specific yacht in the weeks before judging how to proceed.

Go to Booking > Remark history.

Overriding the boat configuration

By default, each boat is assigned to one boat configuration. Boat configurations are defined in the Setup menu > Boat configurations > My configuration. The boat configuration determines what is shown to the client in Pre-check-in, Check-in, and Check-out.

Sometimes you may have two different types of configurations for the same boat, for example, a regatta version that includes extra sails but no dinghy. In this case, you can override the boat configuration for a specific booking.

You can manage the configuration in the booking overview by selecting it and choosing a different one.

Expected arrival time

In the guest app, clients are asked to fill in their arrival information. This allows you to plan and prioritise your tasks for check-in day more carefully.

Once the client has filled in their information, it will show up in the booking timeline. The client can still edit it from the Manage menu in their app.

You can also edit this information on behalf of the client from the Edit Booking menu.

Crew list management

For details on managing the crew list, including how to reopen it after a client has submitted it, see the Crew list article.