Booking Management
Booking Flow (Full Residents)
Application submitted
|
Application reviewed (Vero + team)
|
Accepted - Acceptance email sent
|
Acceptance flow materials:
- Payment link (30% deposit)
- Room and Roomate preference form
- Group chat invite
- Virtual meeting schedule
- Volunteer role interest form
|
Deposit received - Room tentatively assigned
|
Full payment deadline (end of month / pre-June 1 for early bird)
|
Room confirmed - Added to occupancy tracker
|
1 month out: Welcome packet sent
|
Check-in on arrival day
Booking Flow (Weekly Visitors)
Application submitted (lighter form)
|
Accepted - Payment link for chosen week(s)
|
Full payment upfront
|
Room confirmed - Added to occupancy tracker
|
Welcome packet sent 2 weeks before their week
|
Check-in on their week's start date
Payment Terms
| Term | Detail |
|---|---|
| Deposit | 30% of total, due upon acceptance |
| Full payment | Due by end of month following acceptance (or by June 1 for early-bird rate) |
| Late payment | Room is released if full payment not received by deadline |
| Refund policy | TBD |
| Payment methods | bank transfer / SEPA (preferred); Mollie (almost finished); crypto (tbd) |
Booking Tools
| Tool | Purpose |
|---|---|
| Application form | Collect applicant info |
| Notion database (TBD) | Track all applications, statuses, room assignments |
| Email automation | Acceptance emails, payment reminders (TBD) |
| Occupancy spreadsheet | Room-by-room, week-by-week allocation |
| Payment tracker | Link deposits/payments to bookings |
Edge Cases
- Couples: Need clarity on double room allocation: If booked as a couple / as sharing bed, this needs explicit mention
- Late arrivals / early departures: fixed pricing
- Room swaps mid-event: Possible if space allows
- Overflow: External accommodation options available: F: yes, mainly Kobald - but we need to prioritize our accommodation