Booking Manager

Overview

HRM Booking Manager transforms your WordPress site into a complete booking system. The plugin manages the entire lifecycle of a booking: from the customer's initial request through the frontend form, to confirmation, check-in, check-out, and possible cancellation.

The plugin creates a Custom Post Type "hrm_booking" with custom statuses that reflect the operational flow of an accommodation facility. Each booking contains all necessary information: guest data, stay dates, booked room, calculated price, selected supplements, and modification history.

Integration with other suite plugins is deep:

• Room Manager - Retrieves room information, base and seasonal prices, supplements
• Availability Manager - Verifies and updates availability in real-time

Main Features

Booking Statuses

Each booking goes through different statuses during its lifecycle. Statuses are displayed with distinctive colors in the booking list:

Status	Color	Description	Available Actions
Pending	Orange	New booking received, awaiting confirmation or payment	Confirm, Reject, Edit, Delete
Confirmed	Green	Booking confirmed (payment received or manual confirmation)	Check-in, Edit, Cancel
Imminent Stay	Yellow	Imminent check-in (within 2 days of arrival date)	Check-in, Send reminder, Edit
Check-in	Blue	Guest arrived, stay in progress	Check-out, Add Notes
Check-out	Purple	Stay completed, guest departed	Archive, View
Cancelled	Red	Booking cancelled (by customer or admin)	Restore, Delete permanently
Rejected	Gray	Request not accepted by the facility	Delete permanently

Standard Booking Flow

1. Customer fills out the form → Status: Pending
2. Payment received (or manual confirmation) → Status: Confirmed
3. Arrival day → Operator marks Check-in
4. Departure day → Operator marks Check-out
5. After 30 days → Automatic archiving (optional)

Frontend Booking Form

The booking form is the main tool through which site visitors submit their requests. It can be inserted on any page via shortcode.

Basic Shortcode

Available Parameters

Attribute	Type	Default	Description
show_slideshow	boolean	yes	Show room slideshow above the form
rooms	text	empty	Comma-separated room IDs (empty = all)
title	text	Book Now	Booking form title
button_text	text	Submit Booking	Submit button text
show_room_grid	boolean	no	Show room grid
grid_columns	number	2	Number of grid columns (max 3)
grid_show_price	boolean	yes	Show prices in grid
grid_show_excerpt	boolean	no	Show excerpt in grid
grid_orderby	text	menu_order	Grid sorting (menu_order, title, date)
grid_order	text	ASC	Ascending/descending order (ASC/DESC)

Automatic Price Calculation

The system automatically calculates the total booking price considering multiple factors:

1. Room base price - Per night rate from Room Manager configuration
2. Seasonal prices - If the date falls within a season, uses that rate
3. Weekend surcharge - Special rate for Friday and Saturday (if configured)
4. Selected supplements - Extra services chosen by the customer
5. Number of guests - For "per person" or "per person/night" supplements
6. Discounts - Any discount codes or active promotions

Calculation Example

Scenario: Booking from August 15-18 (3 nights) for 2 adults and 1 child

Room configuration:

• Base price: €80/night
• High season (Jul 1 - Aug 31): €120/night, weekend €140/night
• Breakfast supplement: €15/person/night
• Crib supplement: €0 (free)

Calculation:

• August 15 (Thursday): €120
• August 16 (Friday): €140 (weekend)
• August 17 (Saturday): €140 (weekend)
• Room subtotal: €400
• Breakfast (3 people × 3 nights × €15): €135
• Crib: €0
• TOTAL: €535

Email Template System

HRM Booking Manager includes a complete automatic email notification system. Each template can be customized both in content and graphic appearance, ensuring professional communications consistent with your facility's brand.

Email Types

The plugin manages seven types of emails, each associated with a specific booking status:

Template	Description
Pending	Email sent when the booking is awaiting confirmation
Confirmed	Email sent when the booking is confirmed
Imminent Stay	Reminder email sent when check-in is imminent
Cancelled	Email sent when the booking is cancelled
Refunded	Email sent when a refund is made
Custom	Custom template for specific communications

Accessing the Template Editor

To customize email templates, go to Bookings → Email Templates. The page shows a list of all available templates with:

• Template name
• Status (active/inactive)
• Last update
• Buttons: Edit, Preview, Send Test

Template Structure

Each email template consists of three parts:

1. Subject - The subject line that appears in the recipient's inbox
2. HTML Content - The email body with full formatting
3. Text Content - Alternative plain text version (for clients that don't support HTML)

Available Placeholders

Placeholders are markers that are replaced with actual booking data when sending. Always use curly braces {} to identify them.

Customer Data

Placeholder	Description	Example Output
{customer_name}	Full name	John Smith
{customer_first_name}	First name only	John
{customer_last_name}	Last name only	Smith
{customer_email}	Email address	john.smith@email.com
{customer_phone}	Phone number	+1 555 123 4567
{customer_notes}	Notes entered by customer	We'll arrive after 10:00 PM

Booking Data

Placeholder	Description	Example Output
{booking_id}	Unique numeric ID	001234

Stay Data

Placeholder	Description	Example Output
{room_name}	Room name	Deluxe Suite
{checkin_date}	Formatted arrival date	July 20, 2024
{checkout_date}	Formatted departure date	July 25, 2024
{nights}	Number of nights	5
{adults}	Number of adults (empty if not present)	2
{children}	Number of children (empty if 0)	1
{guests}	Total guests	3

Financial Data

Placeholder	Description	Example Output
{total_price}	Total with currency symbol	€535.00
{room_price}	Room cost only	€400.00
{supplements_total}	Supplements total	€135.00
{supplements_list}	Detailed supplements list	Breakfast (€135), Parking (€0)

Facility Data

Placeholder	Description	Example Output
{site_name}	Site/facility name	Hotel Villa Rosa
{site_url}	Site URL	https://www.villarosa.com

Template Example: Booking Confirmation Email

Here's a complete template example for the booking confirmation email:

Subject:

Booking Confirmation #{booking_id} - {site_name}

HTML Content:

<!DOCTYPE html>
<html>
<head>
    <style>
        body { font-family: Arial, sans-serif; line-height: 1.6; color: #333; }
        .header { background-color: #2c5282; color: white; padding: 20px; text-align: center; }
        .content { padding: 30px; }
        .booking-details { background-color: #f7fafc; padding: 20px; border-radius: 8px; margin: 20px 0; }
        .detail-row { display: flex; justify-content: space-between; padding: 8px 0; border-bottom: 1px solid #e2e8f0; }
        .total-row { font-size: 18px; font-weight: bold; color: #2c5282; }
        .footer { background-color: #f7fafc; padding: 20px; text-align: center; font-size: 12px; }
    </style>
</head>
<body>
    <div class="header">
        <h1>Booking Confirmed</h1>
    </div>
    
    <div class="content">
        <p>Dear {customer_first_name},</p>
        
        <p>We are pleased to confirm your booking at {site_name}.</p>
        
        <div class="booking-details">
            <h3>Booking Summary #{booking_id}</h3>
            
            <div class="detail-row">
                <span>Room:</span>
                <strong>{room_name}</strong>
            </div>
            <div class="detail-row">
                <span>Check-in:</span>
                <strong>{checkin_date} (from 3:00 PM)</strong>
            </div>
            <div class="detail-row">
                <span>Check-out:</span>
                <strong>{checkout_date} (by 10:00 AM)</strong>
            </div>
            <div class="detail-row">
                <span>Nights:</span>
                <strong>{nights}</strong>
            </div>
            <div class="detail-row">
                <span>Guests:</span>
                <strong>{adults} adults, {children} children</strong>
            </div>
            <div class="detail-row">
                <span>Included services:</span>
                <strong>{supplements_list}</strong>
            </div>
            <div class="detail-row total-row">
                <span>TOTAL:</span>
                <strong>{total_price}</strong>
            </div>
        </div>
        
        <p>For any questions or special requests, please don't hesitate to contact us.</p>
        
        <p>
            We look forward to welcoming you!<br>
            The {site_name} Staff
        </p>
    </div>
    
    <div class="footer">
        <p>{site_name} | {site_address}</p>
        <p>Phone: {site_phone} | Email: {site_email}</p>
        <p>&copy; {current_year} - All rights reserved</p>
    </div>
</body>
</html>

Template Example: Arrival Reminder Email

Subject:

See you soon! - Your booking #{booking_id}

HTML Content (excerpt):

<p>Dear {customer_first_name},</p>

<p>We're writing to remind you that your stay at {site_name} 
is just around the corner!</p>

<p><strong>Your arrival is scheduled for {checkin_date}.</strong></p>

<h3>Useful information:</h3>
<ul>
    <li>Check-in available from 3:00 PM</li>
    <li>Reception open 24 hours</li>
    <li>Free parking available</li>
</ul>

<h3>How to reach us:</h3>
<p>{site_address}</p>
<p>[Insert map or directions here]</p>

<p>In case of delay or unforeseen circumstances, please contact us 
at {site_phone}.</p>

Plugin Settings

HRM Booking Manager settings are organized into different sections accessible from Bookings → Settings.

General Settings

Configure general booking system settings.

Option	Description
Enable VAT	Enables VAT application to booking prices. If enabled, VAT will be added to the base price of the room and supplements.
VAT Rate (%)	Enter the VAT rate as a percentage (e.g., 22 for 22%).
Currency Symbol	Currency symbol (managed in Room Manager Settings).
Currency Position	Currency symbol position: Left (€100.00) or Right (100.00 €). Managed in Room Manager Settings.
Date Format	Date display format (managed in Room Manager Settings).
Redirect Page	Select the page to redirect the customer to after a successful booking.
Privacy Acceptance Page	Select the page containing the privacy policy. A mandatory checkbox with a link to this page will be shown in the booking form.

Email Settings

Configure settings for sending emails to customers.

Option	Description
Sender Name	Name displayed as the sender in emails sent to customers.
Sender Email	Sender email address for emails sent to customers. Use an address from your domain to improve deliverability.

Email Appearance

Customize the graphic appearance of emails sent to customers.

Option	Description
Email Logo	Upload a logo to display in the email header. Recommended dimensions: max 200x80 pixels.
Header Color	Email header background color (where the logo appears).
Border Color	Email footer top border color.
Motto/Tagline	Text/motto displayed below the logo in the email header. Leave empty to show nothing.
Footer Color	Email footer background color.
Footer Text	Custom text to display in the email footer. Supports basic HTML (bold, italic, links). You can use placeholders like {site_name} and {site_url}.

Frontend Appearance

Customize the graphic appearance of the booking system on the frontend.

Option	Description
"View Room" Button Color	"View Room" button background color.
"View Room" Button Hover Color	"View Room" button color when mouse hovers over.
Calendar Header Color	Calendar header color (month/year).
Calendar Selected Date Color	Selected date color in the calendar.
Calendar Width	Calendar width (e.g., 400px, 500px, 100%).
"Select" Button Text Color	"Select this room" button text color in the slideshow.
"Select" Button Background Color	"Select this room" button background color in the slideshow.
"Select" Button Hover Color	Button color when mouse hovers over.
Form Background Color	Booking form background color on the frontend.
Calendar Text Color (Check-in/Check-out)	Text color for check-in and check-out calendar fields.

Slideshow Settings

Customize the appearance and behavior of the room slideshow in the booking form.

Option	Description
Autoplay	Enables automatic slide rotation. The slideshow stops automatically when mouse hovers over it.
Autoplay Speed (ms)	Time between slides in milliseconds (1000ms = 1 second). Default: 5000ms.
Show Navigation Arrows	Shows previous/next navigation arrows on the slideshow sides.
Show Navigation Dots	Shows navigation dots below the slideshow to jump directly to a specific slide.
Arrow Color	Navigation arrow icon color.
Arrow Background Color	Navigation arrow button background color.
Dot Color	Inactive navigation dot color.
Active Dot Color	Active navigation dot color (current slide).
Image Height (px)	Slideshow image height in pixels. Default: 400px.
Max Width (px)	Maximum slideshow container width. Default: 800px.
Border Radius (px)	Slideshow corner rounding. Set 0 for square corners. Default: 8px.

Admin Notifications

Configure automatic email notifications sent to the administrator when new bookings are created or when an existing booking's status changes.

Option	Description
Enable Admin Notifications	Enable/disable sending email notifications to the administrator. If disabled, no notifications will be sent even if other options are active.
Notification Email	Email address to receive notifications. If left empty, the WordPress administrator email will be used.
Notify on New Booking	Send an email notification every time a new booking is created from the frontend form. The email contains all booking details and a direct link to view it in the admin.
Notify on Status Change	Send an email notification every time a booking's status is changed (e.g., from "Pending" to "Confirmed"). The email indicates the old and new status.

Shortbook Settings

Configure the appearance of the [shortbook] mini booking form. This shortcode creates a compact form that can be placed anywhere on your site (homepage, sidebar, etc.) to allow quick date and room selection before redirecting to the main booking page.

Option	Description
Shortbook Background Color	Background color of the shortbook form container.
Shortbook Button Color	Background color of the submit button.
Shortbook Button Hover Color	Button color when mouse hovers over it.
Shortbook Button Text Color	Text color of the submit button.

WordPress Menu Position

Menu Item	Function
Bookings	Main menu
→ All Bookings	List with filters and bulk actions
→ Add New	Create manual booking
→ Calendar	Booking calendar view
→ Export	Data export
→ Email Templates	Email template editor
→ Settings	Plugin configuration

Database Management and Backup