Find a booking, filter the list, export and print

Bookings is the full list of everything that has been booked. It is the screen you use to answer "where is that booking?", to pull a list for a period, and to print the paperwork for a day.

Once you have found the booking, everything you can do to it — extend, move, change, cancel, refund — is covered in the guide on editing, moving or cancelling a booking. For the day-by-day calendar of which unit is out, use Booking Management (see the Booking Management timeline guide).

Open the Bookings list

Choose Bookings in the menu. Click any row to open that booking. On a computer you can also use the eye icon (View) at the end of the row.

Every row is a real link, so you can open bookings in new tabs and keep the list where it is: Ctrl-click (Cmd-click on a Mac), middle-click, or right-click and choose your browser's "Open in new tab". On a phone, a long press on a card does the same. Selecting text in a row to copy it does not open the booking. Go back on a booking that was opened in a new tab takes you to the Bookings list.

The list shows the bookings of the location picked in the Location picker at the top of the left menu. To see every location at once, switch on View for all locations above the table — a Location column then appears. Partner users who manage several customer accounts see the bookings of all those accounts with this switch on.

Load older bookings: Date range and Fetch

The list does not hold your whole history at once. It loads one period, chosen with two controls next to the search box:

Date range — Current (the default), this year, or one of the two years before.
Fetch — reloads the list for that range.

Current loads bookings that start from two months ago and onwards, including all future bookings. A year loads the bookings that start in that calendar year. So if a booking from last summer is "missing", the range is almost always still on Current: pick the year and press Fetch.

Bookings whose checkout was never finished (payment Pending) or has run out (Expired) are not shown in this list. Partner users do see them.

The columns

Column	What it shows
Created	When the booking was made
Name	The name typed in the booking
Order No	The last four characters of the booking number, shown as `...abcd`
Start	Rental start
End	Rental end
Lock	The lock number(s) the booking uses, or — when it has none
Channel	Where the booking came from
Value	Total amount, with your currency in the heading
Payment Status	Paid, Unpaid, Partially paid, Pending, Refunded, Expired or Failed
Status	Reserved, OK or Canceled
Location	Which location the booking belongs to
Printed	Yes or No — see "Print booking sheets" below

Channel reads Web for bookings customers made in the booking widget, Admin for bookings you or a colleague made from the admin, and Extension for an extension the customer paid for themselves. Membership purchases get membership added, for example Web membership. Older bookings can show Search.

Status is the booking's own state: OK is a normal live booking, Canceled is cancelled, and Reserved is a booking that has not been confirmed yet. It is not the same as Payment Status, and not the same as the pickup status (Ready for pickup, Picked up, Returned) described in the guide on pickup, return and booking statuses. A Test chip next to the status marks a test booking made with Make a test booking (in the top bar of a location's page): it is left out of your dashboard figures and cancelled automatically 30 minutes after it was made (see the setup checklist guide). Test bookings are hidden from the list unless you switch on Show test bookings ({count}); see "More switches above the table" below.

Lock shows the lock the booking uses. While a booking is still open it follows the lock: if you renumber or rename a lock, its open bookings show the new number straight away. Once a booking is over (returned, or ended more than 30 minutes ago), it keeps the number it was used with for good, even if the lock is renumbered or deleted later. If the lock has been renumbered since, the booking's own page shows both, for example 12 (now 14). Some bookings made before October 2026 may show — here.

Printed is hidden on phones, and so is Location unless you have at least two locations and View for all locations is on.

Search bookings

The search box reads Search bookings. It filters the rows that are already loaded — it does not fetch more, so set the Date range first if you are looking for something older.

It matches on:

first name, last name, or "first last" written together
the booking number — any part of it, not only the last four characters
the location name
the lock number or the lock's name, as shown in Lock
the start and end dates, and the created date as it is written in the table
the payment status, the channel and the status text
Yes / No from the Printed column
the amount in Value

So "Paid", "Web", "Canceled", a lock number or a date all work as search terms, not just names. The customer's email address and phone number are not searched here — search for them on the Customers page instead (see the guide on managing customers).

Filters and date ranges

Press Filters to open the filter panel. It contains:

Today — a switch that narrows the list to bookings running today: starting today, ending today, or spanning today. While it is on, the date ranges, Filter logic and Clear are disabled.
Hide cancelled & expired — hides cancelled bookings and bookings with an expired payment. The information icon explains: "Exclude cancelled bookings and bookings with expired payment status (This filter is used on Overview)".
Filter logic — And or Or, see below.
Clear — empties the three date ranges and the search box and sets Filter logic back to And. It does not switch off Today or Hide cancelled & expired.
Three date ranges, each with a from and a to date: Start, End and Created date.

Filter logic decides how the three ranges combine:

And — a booking must match every range you filled in; empty ranges are ignored. This is the normal choice: "started in July and was created in June".
Or — a booking is kept if it matches any one of the ranges. Use it for "anything starting or ending this week".

Changing a range takes you back to page one of the table.

The date pickers show the calendar in your admin language. If you type a date, use the form YYYY-MM-DD, for example 2026-04-06. The week in the calendar starts on the day that is usual in your account's country: the Country in your account settings, or the country of the account's contact phone if no country is set, otherwise Monday. So a US or Canadian account sees Sunday-first weeks, and most of Europe, the UK and Australia Monday-first.

Sort the list

On a computer, click a column heading to sort by it; click again to reverse the direction. Every column except Lock can be sorted, including Payment Status, Status and Printed. The list starts with the newest Created first.

More switches above the table

Prolong rows — on by default. Shows extensions as their own expandable rows under the booking they belong to. With it off, a booking where the customer is still paying for an extension gets a small pending icon next to its payment status: "Customer is completing an extension checkout."
Show test bookings ({count}) — off by default, so test bookings made with Make a test booking stay out of the list. The number is how many test bookings match your other filters; the switch is greyed out when there are none. On a phone it is under Options.
Include membership purchases — only there if memberships are switched on for your account. Off by default, so membership purchases stay out of the booking list.
View for all locations — see "Open the Bookings list" above.

Your choices for Prolong rows, Include membership purchases and View for all locations are remembered on this browser for your login, and Include membership purchases also applies to a customer's Order History. Show test bookings is kept in the page address instead (see below).

If you made a test booking in the last hour and test bookings are hidden, a notice above the list says "A test booking you made recently is hidden from this list." with a Show test bookings link. You can close the notice.

Pages: Rows per page and the top page arrows

The table shows 25 rows per page by default. Change it with Rows per page: at the bottom. On long lists there is also a compact counter with arrows above the table (for example "1–25 of 312") so you can page without scrolling down.

The list remembers where you were

Your search, Date range, Filter logic, the Start, End and Created date ranges, Today, Hide cancelled & expired, Show test bookings, the sorting, the page and the page size are kept in the page address. That means:

Coming back from a booking (with Go back or the browser's Back button) brings the list back exactly as you left it.
Reloading the page keeps everything.
You can bookmark the address or send it to a colleague, and it opens the same filtered list (for the location picked in their Location picker).
Choosing Bookings in the menu opens the list fresh, without filters.

The switches Prolong rows, Include membership purchases and View for all locations are not part of the address; they are remembered on this browser (see above).

On a phone: Options and Sort

On a phone (or any narrow window) the list turns into cards, one booking per card, under the heading Bookings. Two buttons sit next to the heading:

Options — opens the switches (Prolong rows, Show test bookings ({count}), Include membership purchases, View for all locations), Select bookings by tapping, and the Export and Print buttons.
Sort — choose Asc or Desc, then Created, Start or End.

The search box, Date range, Fetch and Filters stay at the top of the page.

Select bookings: this page or the whole list

Export and Print work on the bookings you have ticked.

The heading checkbox ticks the current page only. On a phone, open Options, switch on Select bookings by tapping, then use Select this page or tap the cards.
A line above the list then says what is ticked: Selected on this page: {count}, Selected: {count} or All selected: {count}.
Select all {count} in that line ticks every booking in the filtered list, on every page. Clear unticks everything.
Extension rows are left out when you tick in bulk. Tick them one by one if you need them.
Bookings that drop out of the list, for example when you change a filter or the search, leave the selection too. Hidden test bookings are never selected.

Export bookings to a file

The Export button is greyed out until you tick at least one booking. The number selected is shown on the button, for example Export (12).

Tick the bookings, or tick the heading checkbox and press Select all {count} for the whole filtered list.
Press Export. The file is built on the server in batches and then downloaded, so there is no size limit; give it a moment on a large selection. If it fails, you see "Could not export the bookings. Please try again."

The file is a CSV (opens in Excel or Numbers) with one row per booking, sorted by start, with headings and words in your admin language. In English the columns are Order No, Created, Location, Start, End, Check in, Check out, Name, Email, Phone Number, Products, Lock, Channel, Status, Payment Status, Currency, Total (VAT incl), VAT, Discount, Promo code, Paid and Left to pay, then one column per question for bookings with answers to the older return questionnaire (review questions). Dates are YYYY-MM-DD HH:mm in the location's time zone, and lock numbers are filled in for every location. The guide on reports and exports describes the file in detail.

A booking on a deleted, replaced or renumbered lock

Deleting, replacing or renumbering a lock never deletes bookings. Replace lock moves the upcoming bookings to the new lock, and a lock that still has upcoming bookings can't be deleted at all (they must be moved first; see the guide on connecting and managing locks). So the bookings left on a deleted or replaced lock are finished ones. They stay in Bookings under the location they were made at, with the lock number they were used with in Lock.

To find one:

Pick the location the booking was made at in the Location picker, or switch on View for all locations.
Check the Date range: Current covers bookings that start from two months back; for older ones, pick the year and press Fetch.
Type the customer's name, the date, or the old lock number or name in Search bookings.

If an older booking shows — in Lock, search for the customer's name or the date instead.

Print booking sheets

Print also works on the ticked bookings. It produces one booking sheet per selected booking, each starting on a new page, and sends them to your printer or to PDF. The sheet is the same as the Print button on a single booking gives you: your company name, location and logo, the Sales Order number with the booking's times, Created, Channel and Extra Information, the Customer, Customer answers, the Order lines, a Payment summary (Payment Status, Total (VAT incl), Paid, Left to pay), and the Before unlock answers and Return answers. The payment history and the change log are left off.

Print takes up to 500 bookings at a time. With more ticked, Print is greyed out: "Print takes up to 500 bookings at a time. Select page by page to print, or use Export for the whole list." Above 200 you see "Preparing {count} bookings for print. This can take a minute or two, and the page may not respond meanwhile." Wait for the print dialog.

Printing also marks those bookings as printed, for users who can edit bookings; users who can only view can print, but nothing is marked. That is what the Printed column shows, and it makes a handy "have I prepared this one yet?" marker: print the day's bookings in the morning, then sort or search on Printed to see what is still outstanding. Printing a single booking from its own page sets the same mark. There is no button to un-mark a booking as printed.

Cancel a booking from the list

Users who may cancel bookings see a bin icon (Cancel booking) at the end of each row. It asks Cancel booking? before it cancels. Cancelling does not refund anything by itself — refunds and what the customer is told are covered in the guide on refunding or cancelling a booking.

Quick reference

You want to…	Do this
Find a booking from last season	Date range → the year → Fetch, then search
Find a booking by customer name	Type the name in Search bookings
Find a booking by order number	Type any part of it in Search bookings
Find the bookings on a lock	Type the lock number or name in Search bookings
Open a booking without losing the list	Ctrl-click (Cmd-click) or middle-click the row
Share a filtered list with a colleague	Copy the page address
Find a booking by email or phone	Search on the Customers page, open the customer, see Order History
See only today's rentals	Filters → Today
See bookings starting in a period	Filters → the Start range
Get rid of cancelled noise	Filters → Hide cancelled & expired
Pull a list for a period	Filter, tick the heading checkbox → Select all {count} → Export
Print the day's paperwork	Tick the rows → Print
See what you have already printed	The Printed column
See your test bookings	Switch on Show test bookings ({count})

Common questions

I can't find a booking from last year. The list loads Current (bookings starting from two months back) by default. Choose the year in Date range, press Fetch, then search.

What do Reserved, OK and Canceled mean in the Status column? OK is a normal booking, Canceled is cancelled and Reserved is not yet confirmed. Payment is in Payment Status, and pickup/return is on the booking itself.

Can I export bookings to Excel for my bookkeeping? Tick the heading checkbox, press Select all {count} to take everything in the filtered list, and press Export to get a CSV file that opens in Excel.

Why is the Export button greyed out? Nothing is ticked yet. Tick at least one booking; on a phone, turn on Select bookings by tapping under Options first.

When I print, each booking gets its own page — can I print a compact day list? Print always gives one full booking sheet per booking, each on a new page. For a compact list, export to CSV and print from Excel, or use the list in Booking Management.

Why doesn't searching for an email address find the booking? The Bookings search does not look at email or phone. Search on the Customers page and open the customer's Order History.

Why does the calendar in the date filter start the week on Sunday (or Monday)? The week start follows your account's country (the Country in the account settings, else the contact phone's country, else Monday), not the admin language. Sunday-first is used for example in the US and Canada.

Can I un-mark a booking as printed? No, the Printed mark cannot be reset.

I deleted a lock — where are the bookings that were on it? They are still in Bookings under the same location; deleting a lock never deletes bookings. Set the Date range, then search for the customer's name, the date, or the old lock number or name.

Can I search bookings by lock number? Yes. Search bookings matches the lock number and the lock's name, as shown in the Lock column.

The booking shows "12 (now 14)" — what does that mean? The booking used lock 12, and that lock has been renumbered to 14 since. Finished bookings keep the lock number they were used with.

Can I open a booking in a new tab? Yes. Ctrl-click (Cmd-click on a Mac) or middle-click the row, or right-click it and open it in a new tab.

My filters are still there when I come back to the list — how do I clear them? The list keeps its filters in the page address. Press Clear under Filters, or choose Bookings in the menu to open the list fresh.

Can I export a whole year for every location at once? Yes. Tick the heading checkbox, press Select all {count} and Export; the file is built on the server and has no size limit. Printing is limited to 500 bookings at a time.

Why does the heading checkbox only tick the bookings on this page? That keeps a print a sensible size. Press Select all {count} in the line above the list to tick the whole filtered list.

I made a test booking but can't find it in Bookings. Test bookings are hidden by default. Switch on Show test bookings ({count}) above the list, or use the Show test bookings link in the notice.