A booking has two tabs at the top: Booking info and Audit trail. Booking info holds the client, itinerary, and invoice. The audit trail is the record of what has happened on that booking — payments, messages, edits, and guide assignments — each entry showing who did it and when.
Access the audit trail
The audit trail sits on the booking, so start by opening the booking. There are a few ways to get there:
From Bookings — click Bookings in the left sidebar and select the booking.
From the Trip calendar — click Trip calendar in the left sidebar, click the trip, then click Manage Booking.
Straight after creating one — saving a new booking opens its Booking Detail page.
Once the booking is open, click the Audit trail tab at the top, beside Booking info.
Filtering the timeline
Entries are grouped by date, newest first. Use the filters at the top to narrow the list:
All — everything on the booking in one timeline
Payments — charges, refunds, and scheduled payments
Messages — emails and texts sent to the client and to guides
Edits — changes made to the booking
Assignment — guide assignment activity
On the All view, Show scheduled messages and Show scheduled payments bring future-dated items into the timeline alongside what has already happened.
Reading an entry
Each entry names who acted, what they did, and the time. Changes made by the system rather than a person are attributed to Automatic.
Where a value changed, the entry shows the old value and the new one — for example a payment status moving from Overdue to Needs Payment, a contact email being set or removed, or the booking client changing from one person to another. This is how you check when something changed and who changed it.
A booking client change is logged as changed the primary client, and appears under the Edits filter as well as in All. See How to Change the Booking Client on a Booking.
Payments
The Payments filter opens with a summary of what has been executed and what is still scheduled, broken into Deposit and Balance bars so you can see how much of each has landed.
Below that, each payment entry shows the amount, its status, and the time. The line underneath shows who the payment belongs to and the payment method, which tells you whether it was online or offline — a card shows its last four digits (for example, Card ending in 3222), while an offline payment shows its method, such as Cash. Any description entered with the payment appears at the end of that line.
Client charges also say how the payment was taken:
Charged manually — your team took the payment from the booking, such as through Collect Payment, by card or by an offline method
Paid via invoice — the client paid an invoice sent to them
Paid at online checkout — the client paid when they booked online
Charges made before this was tracked show no label for how they were taken. Refunds and guide payments show the payment method but not how they were taken.
Any sales tax also shows on the entry. Client charges and refunds have a View detail button for the full transaction.
Payments dated in the future sit above a divider marked The above are scheduled for the future.
A scheduled client payment also has a Cancel button, so you can stop it before it runs.
Messages
The Messages filter lists every email and text tied to the booking. Each entry shows the channel, the template that was used, who it went to, the status, and the time, with a View message button to read what was sent.
Use the All, Sent, and Scheduled buttons on the right to switch between everything, messages already delivered, and messages still queued. As with payments, scheduled messages sit above the divider.
Tip: Message settings, at the top right of the Messages filter, opens the communication settings for this booking — where you turn off individual messages, or all communications, for this booking only. See Manage Communication Settings for a Booking.
Why this matters
When a client asks why they were charged, how they paid, whether a reminder went out, or who moved a trip date, the audit trail answers it from one place instead of several — and it shows scheduled activity too, so you can see what is still due to happen on the booking.