Creating a New Booking — Complete Guide
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This article walks through all six steps of the Takumo Pro booking flow. Staff create new bookings by clicking New Booking in the top right of the dashboard, or by scanning a guest's QR code at the front desk.
💡 TIP If the guest has already submitted a booking via Takumo Lite, their booking will appear in the dashboard as a Pending booking. Open it and skip to Step 2 to add the luggage dimensions. See Completing a Guest Lite Booking below. |
Search for the guest by name or room number in the search field at the top of the form. If your PMS is connected, matching guest records auto-populate all fields. If entering manually, complete:
● First name and last name
● Phone number — include country code for international guests
● Room number
● Email address — used for tracking notifications
● Additional email — optional, for a travel agent or companion
A guest information usage notice is displayed: this data is used to create the shipping label and notify the guest of their luggage status.
⚠ IMPORTANT Double-check the email address. Incorrect email means the guest does not receive their tracking notifications or QR code confirmation. |
This step is completed by staff at the desk when the guest hands over their luggage. Fields are:
Field | Notes |
Luggage Type | Select from: Suitcase, Backpack, Golf Bag, Ski Equipment, Box, Other |
Parcel Size | Measure the total dimensions (length + width + height in cm) and select the correct size band: 60, 80, 100, 120, 140, 160, 180, or 200 |
Weight | Weigh the item and enter in kg. Used for international shipments and carrier compliance |
Contents | Select from dropdown: Clothing & Apparel, Shoes & Bags, Sports Equipment, Documents, Cosmetics & Toiletries, Food, Souvenirs & Gifts, Other |
Handling Instructions | Select: Standard, Fragile, Keep Upright, Keep Cool — select all that apply |
Special Notes | Free text for any additional information — e.g. fragile electronics inside, guest requests specific delivery time |
To add another item click + Add More Luggage. A new row of fields appears. Repeat for each additional item. All items in one booking share the same pickup location and destination.
💡 TIP Size is measured as the sum of the three dimensions: length + width + height. A suitcase measuring 70cm × 45cm × 30cm = 145cm total = 160 size band. |
Step 3 — Carrier and Pickup Selection
Select whether this is a domestic or international shipment, then choose the carrier:
Domestic Options
● Yamato Transport — recommended for most standard suitcases and parcels, nationwide coverage
● Sagawa Express — strong alternative particularly for western Japan destinations
● Japan Post (Yu-Pack) — best for lighter items or remote island destinations
International Options
● Yamato TA-Q-BIN International — best for Asia-Pacific destinations
● Japan Post EMS — good for lighter international items to 120+ countries
● DHL Express — best for Europe, Americas, and premium global service
Pickup location is automatically set to the current hotel branch. If the guest's luggage is at a different branch (for example, a guest transferring between properties), select the correct branch from the dropdown.
Set the Pickup Date — today or tomorrow are available as quick-select buttons, or choose a future date using the calendar. Set the Pickup Time Window — select a time window during which the carrier should collect.
💡 TIP Carrier collection is automatically notified via API once the booking is confirmed. You do not need to call the carrier. |
Select the destination type using the smart search tiles:
Destination Type | When to Use |
Airport | Guest is sending luggage to an airport luggage storage or delivery counter before their flight |
Hotel / Resort | Guest is continuing their journey and wants luggage delivered to their next hotel |
Golf Course | Guest is heading to a golf resort and wants clubs or luggage delivered ahead |
Ski Resort | Guest heading to a mountain resort — ski equipment or luggage forwarded direct |
Address | Home address, apartment, or any specific address using postcode search |
Shop Location | Specific retail or convenience store collection point |
For Airport: search by airport name and select the specific terminal and delivery counter. For Hotel/Resort and Golf/Ski: search by name. For Address: enter the postcode and select from the auto-populated address list, then add building name and apartment number if required.
Step 5 — Confirm Address
The full destination address is displayed for review. All fields are editable — correct any errors before proceeding. Confirm the recipient name and phone number. For domestic bookings the recipient is typically the guest themselves at the destination. For hotel-to-hotel transfers it may be the destination hotel's front desk.
Step 6 — Confirm and Submit
The full booking summary is displayed showing:
● FROM: your hotel branch address, guest name, pickup date, and carrier
● TO: destination address, recipient name, delivery date, and carrier
● DETAILS: all luggage items with sizes and contents
● PRICING: the carrier shipping fee for each item and total
Review the summary with the guest. Check the Terms and Conditions checkbox: The shipper confirms that all booking details are correct and agrees that transport is governed by the carrier's Condition of Carriage. Neither the hotel nor Takumo is liable for the goods in transit.
Click Submit. The booking is confirmed, the carrier is automatically notified for collection, the label prints from your SATO printer, and the guest receives an email confirmation with their tracking link.