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How to create a new booking?

Whether a booking request is received by email, phone, or through a walk-in guest, it’s important to handle every reservation as efficiently as possible. Bookers expect prompt confirmation after submitting their request, and we strive to ensure walk-in guests are not kept waiting before heading to their room.

 

There are two locations within the system to create a manual booking:

  1. Via the New Booking Feature
  2. Via the Room Calendar

1. Creating a booking via "New Booking" 

Regardless of where you are in the system, you can always cerate a new booking via the New Booking Button located on the left top corner of your screen:

 

 

There will be 4 steps to take to complete the booking:



 

STEP 1:

  • If the booking concerns a returning guest (or a booker that has booked before), please click on the Existing Guest button to search for their profile.

☝️Please note:

The information you enter in step 1 will apply to the booker. If you select the booker’s profile during this step, those details will automatically populate in step 3.

You will also have the opportunity to enter information for the staying guests, who may be different from the booker.



  • If desired, add an existing company: 

 

 

  • Select the stay dates in the date range field:

 

  • Select the guest's Nationality:

 



  • Select the number of adults and (if known) their age:

 

 

  • When selecting the number of children, you will be able to select their age:


 

  • You can opt to add more rooms to the reservation by clicking + Add Room :

 


💡Tip: 

If the hotel is fully booked but your user permissions allow for overbooking, you can enable the “Ignore Availability” option to proceed and create a new reservation at any time :

 

  • When all is selected click on Get Rates:

 

 

 

STEP 2:

  • Select the Room Type by selecting the Rate Plan in that room type:

💡Tip:

To view the total amount including applicable taxes such as city tax, simply enable the Taxes toggle:



  • Hit Book to continue:

 

  • Hit Next to go to step 3:

 

 

STEP 3:

  • Enter all available details for the Booker. Please note, the booker is not always the same person as the staying guest:

 

📝Note:

The fields marked with a red asterisk (*) are mandatory. The mandatory fields are determined 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 guests if these are not the same as the Booker:

 

 

STEP 4:

In this step you review and confirm.

Fields explained:

 

 

  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 doesn’t 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. Confirm - You can choose to either:
    Confirm
    On Request (When a 'On Request' booking is created, the room remains available until it is confirmed by the property. Confirmation is required from the hotel’s side to guarantee the reservation and ensure the room is properly allocated. )
    Quote (Specify a deadline for automatic cancellation if the booking is not confirmed)  :

 

💡 TIP: 

At any point during the booking process, you can easily navigate back to a previous step before confirming the reservation—just click on the step you’d like to revisit.

 

2. Create a booking via the ROOMS CALENDAR:

Many receptionists prefer managing bookings directly from the Room Calendar, so the system gives you the flexibility to create a reservation from this view as well:

 

  • From the main menu click on Rooms:


  • If the reservation extends beyond the dates currently visible, adjust the period on the Room Calendar using the date range bar—a calendar will appear allowing you to select your desired range and display the appropriate dates.




  • Choose the Room Number you would like to make a booking for. (Select a ready-to-occupy (clean) room if you need to check in a walk-in guest right away.) 

 


  • Simply click once on the date next to your preferred room number to open a pop-up window.

 

  • To extend the booking period, click on the double arrow, hold down your mouse button, and drag the bar to the right until you reach the guest’s departure date:

 

  • Click on the + and a drop down menu will appear: 
    Out Of Order
    Out Of Service
    Add Booking



  • Click Add Booking to open a pop-up window where you will choose the desired rate plan and enter the booker name  :
    .
  • Click Confirm, and your reservation will be instantly added to the Room Calendar under the selected room type and room number for the specified stay dates, as well as on the Booking List