Managing Extras

This topic will take you through the steps of how to create and manage your Extras for your estate.

Extras Topics

Creating an Extra
Copying an Extra
Deleting an Extra
Paying for Extras
Schedule Details
Field Settings & Information

Navigate to Events Admin Access → Extras

Creating an Extra

Follow these steps to configure extras:

In a basic menu creation, we have skipped some of the optional fields, however if you are querying what each of these settings do, you can view the field settings and information below.

Select Add New Extra
Enter an Internal Name
Enter an External Name
Enter a Description
Enter a Price
Enter a minimum quantity per booking
Enter a maximum quantity per booking

If you do not set the minimum or maximum number of covers, guests will be able to request this occasion with any number of covers
Select the company name hosting the new upsell.

Once a company is selected, all sites for that company can use the upsell
Select the specific sites names

In some instances, you will only need select those sites and you do not need to select the company

If you do not select a company or a site, the package will be enabled for all sites and companies within your estate
Enter schedule details of availability for the Extra
Click Save Changes

Copying an Extra

Follow these steps to create a copy of an extra:

Select from the Actions column to Copy the required Extra

The copied layout will appear in an editable view. In the Internal name it will be prefixed with "Copy of...", to indicate it's a duplicate of the original
Edit the fields as your require
Click Save Changes

Deleting an Extra

Follow these steps to delete an extra:

Select from the Actions column to Delete the required Extra.

A pop-up will display asking "Are you sure you want to delete **name** extra?"

Warning: When deleting an extra, be aware that you may have future bookings associated with this extra. If deleted, the extra will remain against the booking, until an edit is made to that booking. Editing the occasion, number of covers, date, time, menus or extras will then remove the deleted Extra from the booking
Select yes
Click Save Changes

A message will display to state "**name** extra has been successfully deleted"

Paying for Extras

When an Extra is configured, it is simply a tag against a booking. To request for a booker to make a payment for an Extra, a Booking Rule is required to be configured. When defining a Booking Rule, you will be able to then either request for the Extra to be paid as part of the initial booking being made, OR you will be able to request for payment after the journey, and therefore it will be a prompt within the Guest Portal.

To set up your Booking Requirements, we suggest you review the Booking Rule topic.

Schedule Details

Schedule Details	Optional	Description
Start Date	Optional	This is the date your availability begins. Guests will be able to book from this date onward, depending on your configuration. DD/MM/YYYY
Start Time	Optional	The time of day your availability starts
End Date	Optional	This is the final date the availability is active. After this date, guests will no longer be able to make bookings for it. DD/MM/YYYY
End Time	Optional	The time your event or booking slot finishes on each applicable day
Recurrence	Optional	This defines how often the availability repeats. You can set it to repeat daily, weekly, monthly, or on specific days of the week – ideal for regular events or offers. When defining a recurrence, you will need to select a frequency of either: Yearly Weekly Monthly Daily Defining a recurrence interval. Usually set to "1". Stating an end date that this recurs until: DD/MM/YYYY Along with the days of the week
Exclusions	Optional	Specific dates where the schedule should not apply. For example, if your event recurs every Saturday but you want to skip a specific holiday weekend, you’d list that date here. When defining exclusions, you will need to select a frequency of either: Yearly Weekly Monthly Daily Defining a recurrence interval. Usually set to "1" Stating an end date that this recurs until: DD/MM/YYYY Along with the days of the week Alternatively within the Occasions, Menus & Areas (but NOT Extras) you are able to select an exclusion type. Aside from the above, you have the option to configure by Manual Date Selection. You can select up to 60 days to exclude from your schedule

Field Settings & Information

The following table of information describes each of the extras fields:

Name	Function
Internal Name	Name that will appear to internal Host users
Description	Name that will appear to external users (Booking Widget, External API)
Email Template	Here you can edit Extra Email Description dynamic text that displays in email templates
Price	The selected currency symbol will be correctly displayed on host applications
Minimum Quantity per Booking	Minimum value that can be added to the booking: 0 is the default for minimum amount field for any existing Extras Only numerical values accepted, with an increment of 1
Maximum Quantity per Booking	Maximum value that can be added to the booking: 0 is the default for minimum amount field for any existing Extras Minimum value of 1 for the maximum amount field, with error message appearing if 0 is selected Only numerical values accepted, with an increment of 1
Extra images	Allows you to add up to 10 URL links and descriptions to images of your Extra. Please note, this functionality is reserved for the External API booking journeys and won't be available in the Booking Widget and Guest Portal
Minimum Covers	Enter the minimum number of covers for which you are prepared to offer this extra. Customers will be unable to make a confirmed booking if the number of covers is below the defined maximum. This field can be used together with the maximum number or on its own
Maximum Covers	Enter the maximum number of covers for which you are prepared to offer this extra. Customers will be unable to make a confirmed booking if the number of covers is above the defined maximum. This field can be used together with the minimum number or on its own
Maximum Advance Booking	Enter the maximum amount of time in advance that this menu can be requested. This field can be used together with the minimum notice or on its own
Maximum Advance Booking Type	Define the measurement of time for the above in terms of years, months, weeks, days, hours or minutes
Minimum Notice	Enter the minimum amount of time in advance that this menu can be requested. This field can be used together with the maximum advance booking time or on its own
Minimum Notice Type	Define the measurement of time for the above in terms of years, months, weeks, days, hours or minutes
Companies and Sites	Select the companies that will offer this extra. Selecting a company means all sites in that company will be able to select the extra If you do not select a company or a site, the extra will be enabled for all sites and companies within your estate