Spreadsheets
Party booking tracker spreadsheet
One spreadsheet for every birthday party on the books: who, when, which room, which package, what has been paid and what is still due.
Download party-booking-tracker.xlsxYour booking system holds the reservation. The questions the front desk gets on a Saturday morning, such as which room, how many extra kids and what is still owed, can end up on sticky notes. This tracker keeps them in one row per party.
Download it and open it in Excel, Google Sheets or Numbers, and delete the example row. Add a row for each party when the deposit comes in, and update the status as the day gets closer. Extra kids, the total, the balance and the totals row fill in by themselves.
Keep bookings and payments in your booking system. This sheet is for planning the day and following up on balances. Inquiries that have not booked yet belong in your inbox, where Brandyland answers each one on brand within sixty seconds and follows up until a person replies.
What is in the file
One row per party, with columns for the date, start time, room, child's name, the age they are turning, parent, phone, email, package, package price, kids included, kids attending, price per extra kid, extra kids, total, deposit paid, balance due, status and notes. Extra kids, the total and the balance due work themselves out. A totals row adds up every party's total, deposits and balances still owed. Status is a drop-down: Inquiry, Held, Booked, Paid, Done or Cancelled. There is room for 200 parties, with one example row to delete.
Download party-booking-tracker.xlsxAn Excel file. It opens in Excel, Google Sheets and Numbers. No sign-up, no email.
Questions
Questions people ask
Does this replace our booking system?
No. Keep taking bookings and payments in the system you use now. This sheet is for planning each party day and seeing what is still owed at a glance.
Can we use it in Google Sheets?
Yes. Upload the file to Google Drive and open it with Google Sheets. The balance and the totals keep working.
How is the balance worked out?
Extra kids is the number attending minus the number the package includes. The total is the package price plus the extra kids at the price per extra kid. Balance due is the total minus the deposit paid. Change any of those numbers and the rest follows.
What goes in the notes column?
Anything the party host needs on the day: food allergies the parent told you about, a theme, a late arrival, who is bringing the cake.
Want this done for every location, automatically?
Brandyland runs the website, the replies and the reminders for every location of a franchise. Leave your email and a person replies within a day.