Handling Double-Bookings or Overbooked Activities

Managing bookings is essential to providing a smooth experience for adventurers, but sometimes, mistakes or system glitches can lead to double-bookings or overbooked activities. Here’s what to do if this happens and how to avoid it in the future.

1. Understand the Problem #

First, confirm that a double-booking or overbooking has actually occurred. Double-bookings typically happen when more than one adventurer tries to book the same spot for your activity at the same time. Overbooking may happen if you’ve manually adjusted your availability and missed updating the system.

2. Resolving Double-Bookings #

If you discover a double-booking, here’s how to handle the situation:

1. Review the Booking Details:
   • Check the booking dates, times, and number of participants to confirm that the double-booking is valid.
2. Contact Both Guests:
   • Communicate with both adventurers as soon as possible. Offer sincere apologies for the mix-up and provide solutions.
   • If necessary, suggest alternative dates or times. Be flexible to accommodate both guests.
3. Offer Compensation or Alternatives:
   • Consider offering a discount, complimentary add-on, or free upgrade to the guest you need to reschedule. This can help maintain goodwill and prevent negative reviews.
4. Update Your Availability:
   • Once you’ve confirmed new arrangements, update your availability on Invibz to prevent further overbookings for that time slot.

3. Preventing Overbookings #

To reduce the chances of double-bookings and overbookings, take these precautions:

• Enable Instant Booking (if applicable): By enabling Instant Booking, you can reduce the likelihood of overbookings. Instant bookings automatically confirm guests, reducing the chances of double-bookings or missed updates.
• Regularly Update Your Availability: Make sure that your calendar reflects real-time availability, especially if you’re handling bookings manually.
• Set Maximum Limits for Participants: If your activity has a participant limit, ensure this is reflected in your listings and bookings.
• Monitor Booking Requests: Regularly check your requests and bookings to ensure that no double-bookings or overbookings have occurred.

4. Handle Overbooked Activities #

If you realize your activity has been overbooked:

1. Review Your Booking Capacity:
   • Check how many spots are actually available for your activity and how many have been booked.
2. Contact Adventurers for Alternative Solutions:
   • If you’ve overbooked, contact the adventurers who booked last. Offer them alternative options such as different time slots or the option to cancel and receive a full refund.
3. Offer Incentives or Compensation:
   • Similar to handling double-bookings, consider offering those affected discounts, free add-ons, or the opportunity to reschedule.

5. Update Your Listing to Reflect Real Availability #

After resolving any issues, be sure to update your activity listing on Invibz. Adjust your availability settings to ensure accurate bookings in the future, and always double-check your availability before confirming new bookings.

Pro Tip: #

Double-bookings and overbookings can be stressful, but clear communication, quick responses, and flexibility in rescheduling can help smooth things over with your guests. Always maintain a friendly and professional approach to keep the experience positive for everyone involved.

Need Help?
If you’re unsure how to handle a double-booking or overbooking situation, or if you need assistance with updating your availability, feel free to contact Invibz support at [email protected]. We’re here to help!