How to Create a New Booking?

• Existing Guest - For returning guests, click  to search for their profile:
  

  ☝️Please note:

  Step 1 details apply to the booker. Selecting their profile here will auto-fill Step 3. If the booker isn't the guest, you can add guest details later as described in this article at step 3.

   

•  Existing Company - If a company needs to be added
  
  
  
  
• Stay dates - in the date range field:
  
  
  
  
  
• Nationality -As stated on the guest's passport:
  
  
  
• Number of adults and age:
  
  
  When selecting the number of children, you will be able to select their age:
  
  
• Add Room - Choose to have more rooms in one booking:
  
   
• Once all details are selected, click Get Rates:
  

💡Tip: 

If the hotel is fully booked and your permissions allow overbooking, toggle 'Ignore Availability' to proceed with the reservation.

• Room Type - In the desired Room Type also select the rate plan

  

  💡Tip:

  To view the total including taxes (like city tax), simply switch on the Taxes toggle.

  

     

   

• Hit Book to continue:

  

• Hit Next to go to step 3:

  

• Add the company details if it does not yet exist.
  
  

  

• Remarks vs Notes:
  • Notes - Internal comments to stipulate important guest or booking information:
    

• Remarks
  • typically contains comments imported from OTA bookings. For manual entries, leave this field empty unless you are migrating a reservation from an OTA or a previous PMS and remarks need to be transcribed.
    
    

1. • Booker's information.

     **Remember, the booker and guest are not always the same person, add staying guests details later in step 3-d.

     📝Note:

     The fields marked with a red asterisk (*) are mandatory. The mandatory fields are configured and managed by your manager.

     
     

   • To identify the staying guests, click on the pen icon in the Group for ... (room type) :
     
     
     
     Fill out the gender, name and age for each staying guest if these are not the same as the Booker:
     
   • Hit Next to continue to step 4
     
     

Fields explained:

1. 1. Bookings Reference - This field is typically left blank, as it is intended for the OTA reference number associated with a booking. It’s especially useful when manually importing bookings from a previous PMS, or in the rare event a booking does not transfer due to a technical issue.
   2. Market Segment - Categorise your booking by adding a Segment is desired. Read the article 'How to create and manage Segments'
   3. Edit Price - To adjust the set price for this booking, click the pen icon:
   4. Extras - When extra items are attached to the rate plan, they will be mentioned in this field.
   5. Booker - The Booker name will be stated here.
   6. Breakdown -The total amount is displayed both with and without taxes, with each tax clearly itemized by type.
   7. Check in- and Out times - For internal reference, use this field to indicate times that fall outside the standard check-in and check-out hours.
   8. Discount - If permitted by your user role, you can apply a percentage-based discount in this field.
   9. Send Notification - By default, this option is enabled to automatically send a confirmation to the booker once an email address has been provided. Untick this box if you do not wish to send a confirmation.
   10. Add Credit Card - If credit card details are available, enter them here to guarantee the booking.
   11. 3 Options:
       
       
       - Confirm
       - On Request With 'On Request' bookings, the room stays available until confirmed by the hotel. Manual confirmation is required to guarantee the reservation and allocate the room.
       - Quote (Specify a deadline for automatic cancellation if the booking is not confirmed) :
       
       
       
       

1. From the main menu click on Rooms:
   
   
   
2. If a booking extends beyond your current view, use the date range bar to select and display the correct period.
   
   
   
   
   
3. Select a room number. For immediate walk-in check-ins, choose a room marked as 'clean'
   
   
   
4. Hover over your desired arrival date next to any room number. When the cross appears, click to select:
   
   
5. Click on the cross to trigger the pop-up window.
   
   
   
   
6. To extend the booking, click and hold the double arrow, then drag the bar to the guest’s departure date:
   
   
   
   
   
7. Click on the cross > a drop down menu will appear:
   Out Of Order
   Out Of Service
   Add Booking
   
   
   
   
   
   
8. - Click Add Booking
   - Select a Rate Plan
   - Enter the Booker's name
   - Hit Confirm or Quote (*see 📝 note below for more information)
   
9. The reservation will instantly show up on both the Room Calendar and the Booking List: