In this tutorial, we’ll show you how to create a manual booking for your products — ideal for orders received over the phone or in person.
(A glossary of key terms is included at the end of this article.)
Access the New Booking Screen
Go to the Overview page in your BookThatApp Admin
- Click the Create Booking button in the upper-right corner of the calendar.
Create a Booking
- Find or create a customer to enter their contact details.
- In the Guest List section, enter the names of any additional attendees.
(This is useful for group bookings or events with multiple participants.)
- Enter the order details.
💡 Note:
To create a draft order in Shopify at the same time, select the Create Draft Order in Shopify checkbox.
If you’re creating a draft order, leave the Order field blank — Shopify will generate the order details automatically. - Add any relevant Tags to help categorize or filter the booking later.
- If your product has a location, select it from the Locations dropdown.
- Select the product and/or variants being booked.
💡 Note:
If you need to book multiple products with different start or end dates, you’ll need to create separate bookings for each. - Enter the date and time for the booking.
If you selected a course product, you’ll be able to choose from the available course terms.
💡 Important:
If you are booking an event, class, or appointment, the manual booking must match the exact date/time of the scheduled event to affect product capacity.
Example:
If your class is from 9:00 AM to 10:00 AM on January 1, then set
Start: 9:00 AM / Jan 1
End: 10:00 AM / Jan 1
If a resource (e.g., staff member, room, or equipment) is associated with the product, select it from the Resource dropdown.
(This ensures the booking counts toward the resource’s capacity.)
Click Save to confirm your booking.
If you’ve added custom fields in the app’s Booking Fields section or need to include notes, click the Edit link next to the relevant section.
To add shipping details for the booking, select the Shipping tab at the top of the booking page.
Terminology
Below is a breakdown of fields used when creating a manual booking:
| Field | Description |
|---|---|
| Product | The product being booked. |
| Variant | The specific product variant (if applicable). |
| Date/Time | The start and end time of the booking. |
| Name | The customer’s name associated with the booking. |
| The customer’s email address. | |
| Order | Displays the order number for Shopify orders (auto-filled). |
| Status | Reflects payment status from Shopify: - Pending: Payment authorized but not captured. - Confirmed: Payment completed. You can manually set this for manual bookings. |
| Notes | Add any extra information or internal comments. |
| Save | Saves the booking to the calendar and updates product availability. |
| Delete | Removes the booking from the calendar and updates product availability. |
| Send Reminder | Sends an email or SMS reminder to the customer. |
| View Ticket | Opens a PDF containing the booking details. |
Comments
4 comments
Does this just allow you to book manually or are you able to pay for the booking manually too with the customer's credit card info?
This only creates a booking. Payment is managed by Shopify so you would need to use their manual order process.
https://docs.shopify.com/manual/orders/create-orders
I am planning on using only the manual booking form from the back-end, and taking payments elsewhere (not through shopify). However in my test runs it's letting me double-book a product with a variant capacity set to 1. Is that because the first booking was not set to confirmed as no payment was made through shopify? Basically I need to be able to use the form to take and reserve bookings only, and make sure i cant double book a variant. Should it not show up in the calendar with dates blacked out once it's reserved? It's showing up on the calendar, but still allowing me to book the same variant mulitple times for those dates :(
@Angela
If the app is allowing a double booking then you have either installed the app incorrectly or the manual booking has the incorrect date and time. If you can please create a ticket and provide details including your shop URL, the storefront password (if any) and a link to the booking in question.
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