Creating a Booking Note
How to Create a Booking Note
Selecting + New Request, from either the Overview page or the Requests list, opens a modal asking how the booking note should be created.
No booking note is created until a method is chosen and completed. Closing the modal with Cancel or the ✕ leaves nothing behind.
The three ways
| Method | When to use it | What happens |
|---|---|---|
| Uploading a Document | The booking details already exist in a file | The system reads the document and pre-fills the form |
| Creating from a Blank Form | The details will be entered by hand | A blank form opens |
| Creating by Email | The details are coming from someone outside the portal | An address is shown that turns incoming emails into booking notes |
Create via Email works differently from the other two. It does not start a booking note there and then; it provides an address to use or share. Booking notes appear when email arrives at that address.
Which one to pick
If the booking details already exist in a document, upload it. Extraction covers most of the work, leaving review rather than typing. This is faster than manual entry even when several fields need correcting.
If the details exist only in someone's head, an email thread, or a system the portal cannot read, create new. Manual entry avoids the round trip of checking extracted values that were never going to be right.
If a customer or supplier regularly sends booking details by email, use the email address. It takes the portal user out of the middle: their email becomes a booking note directly, ready for review.
If a similar booking note already exists, do not use this modal at all. Duplicate the existing note instead. See Using the Requests List.
What happens next
Upload and email both go through automatic extraction, so those booking notes start in Processing while the system reads the source, then move to Pending Review. Create New opens a form immediately and the note stays in Draft until it is submitted.
See What Each Status Means for what each status allows.
⏳ Coming soon — Use Template, a fourth option for creating a booking note from a saved template. It appears in the modal marked Coming Soon and cannot be selected yet.