📣 Want to learn more about creating one-off events through the calendar that do not need a contract?
Click the button below to explore our article on creating singular and repeated events through the calendar 👇
⚠️ Disclaimer: Make sure you have completed the Initial Set-up process before you try and set up a New Booking.
📝 Overview
Bookings in Dash allow you to create, duplicate, edit, and invoice events all in one place. With tools like "rollover" for recurring or seasonal rentals, quick and bulk editing for efficiency, and clear invoice handling for adjustments and refunds, you can manage every stage of a booking from start to finish.
➕ Creating a New Booking Event
Click the arrow to learn how to create bookings
Click the arrow to learn how to create bookings
Click on the Calendar option from the top menu bar.
Find the date, time and resource and press your cursor on the time you are interested in starting your booking. You will see a different window that will ask if you want to create a single event or use the Booking Manager. Press the "Use Booking Manager" Button.
You can search by a variety of ways to find an existing booking:
Enter in a partial name of the booking or the contract ID
Type in the Customer name or ID #
Search by a date range of events
Enter in a User (Employee) to search all booking created by them
Click the "+ New Booking" to add a new booking.
Type the name of your Booking, what customer/organization it is for, and select the Event Type you would like to use. Click "Save New Booking" button.
The next screen will allow you to edit the event settings such as resource, time, fees, etc. If it is a one day event, select the proper event start and end time.
Daily Repeat: Switch the toggle to Daily. If you want it to repeat every day for a set date.
Weekly Repeat: Switch the toggle to Weekly. If you would like an event to repeat weekly for a specific day (Friday) for 4 weeks for example, here is that would look.
Options on "event create" page:
Event Repeats: Click the toggle to turn on the repeat option (Note: the date above will be the 1st date of the series).
Publish Online: Should this event be seen to all customers within the Member App and Schedule Display page.
Setup/Takedown: If the event requires reserved time for setup and/or takedown, you can create a calendar blocker. Tasks can also be assigned, and charges may be applied for this time if needed.
Fees: After selecting the date and time for your booking, all applicable fees based on the resource's booking options will automatically appear. You can choose which fees to include or remove. To add a fee not listed, simply enter it in the free-form box to display the corresponding product. Additionally, products can be added to the Event Type as "suggested fees."
Custom Fields: Some event types may have a custom form attached to gather more details from the customer.
Click "Save" when you are all done. You also have the ability to 'Save and Create New Event" or to "Save and Create Similar Event".
🔁 Booking Rollover
The Rollover feature lets you quickly copy an existing booking into a new time period without having to re-enter all the details. It’s especially helpful for recurring events, seasonal programs, or annual renewals where most of the setup stays the same but dates or rates may change.
Click the arrow to learn how to use rollover
Click the arrow to learn how to use rollover
Open the booking you want to roll over.
Click the Rollover icon.
Adjust Booking Name (if needed)
Add the new start date for events to begin on
Choose from three rate options:
Copy Rates: This will copy the exact rates in each event of the original booking and create an open invoice for the customer.
Use Current Default Auto Add Rates: This option will add any applicable fees flagged as "Auto Add" in the Booking options for each event and create an open invoice.
Increase Rates by %: If you would like to copy the same products and rate structures used in the original booking but increase them all by a percentage, you can select this option.
Click the "Continue" button.
Review the proposed new events. Adjust schedule or details if needed.
Save to finalize.
💡 Icons on Booking Manager page
Once you have made the copy, new icons will appear on the Booking Manager search page.
🔍 Searching in Booking Manager
Booking Manager can be accessed in a few different ways and offers several tools to help you quickly locate bookings.
📍 Where to Access
From the global search bar, type Booking Manager until it appears, then select it.
From the top menu, go to Calendar > Booking Manager.
👓 Searching
Click the arrow to learn tips on searching for an existing booking
Click the arrow to learn tips on searching for an existing booking
By default, Booking Manager shows upcoming bookings created by the logged-in user. You can remove these presets and refine your search:
Enter part of the booking name or contract ID.
Search by customer name or ID number.
Filter by a date range to display only events in that period.
In the Creator field:
Select a specific user to see only their bookings.
Leave blank to see all bookings from all users.
📜 Contracts & Status Filters
Click the arrow to learn more about filtering your search by contract status
Click the arrow to learn more about filtering your search by contract status
Use the search box tags to find Unsigned Contracts or My Contracts.
Bookings with signed contracts display a green checkmark in the Contract column.
To filter quickly:
Enter (s) for signed contracts
Enter (u) for unsigned contracts
⚙️ Sorting & Results
Click the arrow to learn more about the search results
Click the arrow to learn more about the search results
All output columns (Name, Type, Contract, Customer, Events, Creator, Create Date) can be sorted.
Use the Search box above the results to filter by specific words or details.
If no bookings exist for the search term, no results will display.
✏️ Editing & Managing Bookings
You can update existing bookings at any time—whether adjusting event details, applying bulk changes, or managing related contracts and invoices.
🛠️ Editing Options
There are three ways to edit your bookings: Quick Edit for small changes, Bulk Edit for updates across multiple events, and Individual Edit for adjusting a single event in detail.
⚡ Quick Edit
Click the arrow to learn more about using Quick Editing
Click the arrow to learn more about using Quick Editing
Click directly on an event’s resource, start time, or end time to edit inline.
If there is a change in Cost for that event because of the different date or time, it will be displayed in Bold type.
📦 Bulk Edit
Click the arrow to learn more about using Bulk Editing
Click the arrow to learn more about using Bulk Editing
Use the checkboxes to select multiple events and update them at once. You can change:
Resource or sub-resource
Start date and time
Event duration
Fees (additions or rate changes)
Invoice notes (these display under each line in the invoice)
Some of the editing options can be changed at the same time. For example if you need to change the location (resource or sub resource), the start time and the length of the booking, you can select these 3 toggles together.
After clicking Next, you’ll see a preview of changes for each event.
Click Save to apply them—both the contract and invoice update automatically, and cost changes show in bold.
If there’s a conflict, you’ll need to adjust and then click Recheck.
⚠️ Important: If you need to update fees, do this after you’ve changed the start time/date or resource, since those fields determine the fee structure.
You can keep the existing product and change its rate (e.g., adjust hourly or flat pricing).
You can remove the existing product and replace it with a different one.
You can even add an additional product to charge on top of the existing one.
Invoice notes can be added when in the Bulk Edit screen. These notes will appear under each event item on the booking invoice.
🖊️ Individual Edit
Click the arrow to learn more about editing an individual event
Click the arrow to learn more about editing an individual event
Click the pencil edit icon beside an event to update that specific event’s details. This allows you to fine-tune one event without affecting the series.
📂 Booking Management
Click the arrow to learn how to manage your bookings
Click the arrow to learn how to manage your bookings
🗓️ Events
Your scheduled events appear on the Booking Page with the proposed cost for each event. Use the 3 vertical dots menu to edit, duplicate, or delete an event.
📦 Item Rentals
If you need to rent products from your inventory, you can add them directly through the Booking Manager.
Learn more about "Product Inventory" control below.
💰 Fees
Click the Fees tab on the left to add a deposit or any product you’d like to apply to the booking as a whole (not tied to a single event).
⚙️ Settings
Under Settings on the left-hand side, add Payment Terms or Additional Notes that will appear in the customer’s contract.
📜 Terms and Conditions
You can set Terms & Conditions through Booking Options, Event Types, or directly on the booking page. Adding them at the booking level lets you create a custom agreement for that specific booking.
Click View/Edit to see existing Terms.
Use the toggle to edit them, then click Save.
📝 Contract
Select Contract on the left to view the customer’s contract, which shows all events along with the conditions you’ve set.
📂 Files
Upload files or documents by clicking Files in the left-hand menu.
🧾 Create Invoice
Once the booking is ready, click Create Invoice to generate one under the customer’s name.
🔔 Note: The invoice will not be emailed automatically. The Contract is the communication tool to send once you’re ready.
📌 Special Notes
If you delete or modify events, the Rental Total updates automatically. On the invoice, deleted events show clearly as no longer occurring. The same changes also display on the contract.
🧾 Booking Invoices
Booking invoices work differently than standard invoices, with unique rules and behaviors you should understand before making adjustments.
🔄 How Adjustments Display
Anytime there is a change with a booking that affects the amount a customer has been charged on their invoice, a new line item is added. To make this clearer, the updated line item now appears directly beneath the original event that was modified.
Click the arrow to learn how the invoice looks
Click the arrow to learn how the invoice looks
In this screenshot below, you can see an event was deleted from the series. It displays the original event and right underneath it, the reversed event and its details.
🎥 Video
Here is a quick video to explain the changes of how it used to display vs how it now displays these changes within a Booking Manager invoice.
🚫 Invoice Limitations
Click the arrow to learn more about how the booking invoice is different
Click the arrow to learn more about how the booking invoice is different
Booking invoices can’t be reversed in the standard way.
Discounts can’t be added directly to booking invoices.
Adjustments must be done in the booking itself; the invoice reflects changes automatically.
💸 Refunding a Booking
Click the arrow to view the steps of refunding a booking
Click the arrow to view the steps of refunding a booking
📣 Always make edits in the booking — not in the invoice.
Open the booking within the Booking Manager.
Click the 3 dots next to the event, and choose "Delete"
A confirmation modal will appear along with the ability to add a note to the event removal.
Click the "Delete" button.
The event will be removed from the Booking.
If payment has been collected, open the linked invoice and process a Refund using the original payment method.
💡 Pro Tips
⚠️ Use search filters wisely — Narrow results by date, customer, user, or contract ID.
🧠 Rollover + Rate Increases — Great for yearly renewals with updated pricing.
💬 Check setup/takedown blocks — Make sure they carried over during rollover.
⛔️ Don’t apply discounts in invoices — Adjust in the booking itself.
📌 Refund through the booking — Keeps invoice history clear and accurate.
❓ Frequently Asked Questions (FAQs)
Click the arrow to view frequently asked questions
Click the arrow to view frequently asked questions
What’s the difference between “Copy Rates” and “Use Current Default Rates”?
Click the arrow to see the answer
Click the arrow to see the answer
Copy Rates clones the original booking’s pricing. Use Current Default Rates applies your system’s auto-add fees, useful if pricing has changed.
Can I apply a discount in a booking invoice?
Click the arrow to see the answer
Click the arrow to see the answer
No. Discounts must be applied through edits in the booking itself.
How are changes shown on the invoice when I delete or modify an event?
Click the arrow to see the answer
Click the arrow to see the answer
A reversal line is added directly beneath the original event in the invoice for clarity.
How do I refund a booking?
Click the arrow to see the answer
Click the arrow to see the answer
Edit or delete the event in Booking Manager, then process the refund from the invoice if payment was already collected.
Can I quickly update multiple event details at once?
Click the arrow to see the answer
Click the arrow to see the answer
Yes, you can use "Bulk Edit" to update multiple events’ resource, timing, fees, and invoice notes in one step.