How to Confirm a Booking

When a parent books your camp, you'll receive a notification to review and confirm. Here's how to handle new booking requests.

WHEN YOU RECEIVE A BOOKING

When a parent submits a booking for your camp, you'll be notified via:

• Email notification
• Dashboard notification (red badge on bookings icon)
• Push notification (if enabled)

The booking will appear in your Bookings dashboard with the status "Awaiting confirmation".

Important: You have 72 hours to respond — less if the session starts sooner, because the window always closes 24 hours before the start. After that the request expires on its own and the parent's card hold is released. You can push your own deadline back once, by 24 hours. Leaving parents waiting also affects your response rate.

REVIEWING THE BOOKING

Before confirming, review the booking details carefully:

1. Go to your Bookings dashboard — Click the calendar icon in the sidebar or the notification. Bookings awaiting confirmation appear at the top.
2. Click on the booking — Open the booking to see full details: each child's first name and age, session dates, any extras selected, and the parent's message. Medical, dietary and emergency-contact details unlock only after you accept, stay available while the booking is active, and every access is logged — see "Family Data: What You See, and Your Responsibilities".
3. Check availability — Verify you have space for this camper in the selected session. Check age requirements are met.

Tip: If you need more information from the parent, use the message feature to ask questions before confirming or declining.

CONFIRMING THE BOOKING

If everything looks good and you can accommodate the camper:

1. Click "Confirm booking" — This button appears at the bottom of the booking details panel.
2. Add a welcome message (optional) — Write a personal message to the parent. This is a great way to make a good first impression.
3. Confirm — Click confirm to finalize. The parent will be notified immediately and payment will be processed.

Note: Once confirmed, the booking is binding. Only cancel if absolutely necessary, as it impacts the family's plans and your cancellation rate.

WHAT HAPPENS NEXT

After you confirm a booking:

• Parent is notified: They receive confirmation by email and in-app notification
• Payment is scheduled: the deposit is charged once the parent's 24-hour free-cancellation window closes (straight away if camp starts within a week)
• Booking is secured: The spot is reserved in your session capacity
• You can message: A conversation thread opens for pre-camp communication

As the session approaches, you may need to:

• Send pre-arrival information (packing list, directions)
• Review the family's "Required before camp" answers in the booking — medical, dietary and emergency-contact information is collected on-platform under recorded consent, so never ask parents to email forms directly
• Answer questions from the parent

Good to know: The deposit is charged once the parent's 24-hour free-cancellation window closes — or straight away, if the camp starts within a week. The balance is charged as it becomes non-refundable under your cancellation policy, and Stripe pays out to your bank on its own schedule. See "How payouts work" for details.