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The Booking Page explained

Upon entering the booking page, you will see a central dashboard with all key booking and guest details. You can easily review or update information, track activity logs, manage check-in and check-out, send email confirmations, and assign or change rooms. The financial summary offers a quick view of payment status, transaction history, and options to send payment links or settle balances—allowing you to handle every step of the booking lifecycle from a single place.

 

💡Tip:

Here is something you might find helpful as you read this article😊:

If an image appears too small to read, simply right-click on it and select “Open image in new window” for a clearer view:

 

 

👉You can access the booking page from multiple areas within the system.

Generally there are two main locations to go to:

1. From the Booking List:
  • In the main menu choose Bookings. You can use the Filter to find your booking 

    💡Tip: Check out out article 'How to find a booking'



  • Clicking the booking number will replace the Booking List view with the detailed booking page.
  • Selecting the arrowed square icon will open the booking page in a new window.


2. From the Rooms Calendar
  • In the main menu choose Rooms to open the Rooms Calendar:

  • Double-click on any booking—whether it’s arriving, departed, or scheduled for the future—to open its detailed booking page in a new window. This allows you to view the reservation while keeping easy access to the Rooms Calendar.
 

☝️Please note:

In various functionalities of the system you will be able to open bookings as well, for example in the report 'Billing Documents':

Simply hover your cursor over the Booking Number anywhere in the system—clicking it will instantly open that booking’s detailed page.

 
 
THE BOOKING PAGE EXPLAINED IN SECTIONS
 
 
BOOKING ID AND CREATION DATE/TIME:
 

  1. Booking Number - The system’s unique booking number, which you can quickly copy and paste wherever needed within the system to locate or reference this specific booking.
  2. Date and time of creation - Quickly see when the reservation dropped in the system. Add Tags by clicking on the cross
    💡Tip: Check out out article ''How to use Tags''

     

 

TASKS, MORE, PROPERTY:

 
 

1. Tasks - Assign tasks to individual users or user groups dedicated to this booking.

💡Tip: Check out the articles 'How do tasks work?' and 'How to create a Task?'

 

2. More - Multiple actions to choose from:

    • Add File: 
      It is particularly practical to include a document that can be printed for the guest, or to print tickets that the guest has forwarded to your email etc.






     

    • See History V 2.0 - Updated version of the History:
    • Edit Tags - Add, delete or amend Tags on Booking,- and/or Guest level:
      💡Tip: Check out out article ''How to use Tags'

     

    • Duplicate Booking -Selecting this option instantly creates an exact copy of the current booking, allowing you to proceed quickly and efficiently.

     

    • Registration Form - Open the registration form to Print, Edit or access the Online Check In Service:
       


      💡Tip: Check out out article 'Online Check-In'


    3. Venue short name - If you manage multiple properties within your PMS account, this area displays which property you are currently working in.

     

    GENERAL DETAILS:

    1. Channel - Instantly see where the booking originated, whether it was received via an Online Travel Agent (OTA) or entered manually by a system user.
    2. Reference - This field is relevant only when the booking has been imported into the system from an Online Travel Agent (OTA). It displays the Booking ID assigned by the OTA.
    3. Booker - The booker’s name—the individual who made the reservation, who may be different from the guest staying at the property.
      + Add a credit card if provided by the booker by clicking on the card icon
      + Edit the Booker's name by clicking on the pen icon
    4. Status - Confirmed, Cancelled, Partially Confirmed, On Request or Quote.
    5. Market Segment - Categorizing bookings—like walk-ins, phone or email reservations, and special offer. 
    6. Cancellation Policy - Check what cancellation policy is applicable to the booking. The information icon provides detailed insights—simply click on it to view comprehensive information about the applicable cancellation policy.
    7. Edit - Clicking on the pen icon will allow you to edit the information in the General Details section.

     

     

    ROOMS SECTION:



    1. Room - If a room number is displayed, this indicates the assigned room for the booking. If you do not see a room number, you will need to allocate one.
    2. Add Room - Click to add a room to the booking.
    3. Lock Room - Click if you wish to set the reservation to Do Not Move form the allocated room. You can not reallocate until unlocked. 
      💡Tip: Check out the article: How to set a reservation to Do Not Move?/Lock the room?'
    4. Room Type - The room type applicable.
    5. Change Room - To change Room Type when desired/needed. 
      💡Tip: Check out the article: 'How to change a Room Type within a booking?'
    6. (Re) Allocate - If a room is allocated to the booking this button allows you to Re-allocate. If the booking was not allocated yet, the button will allow you to Allocate:
    7. State - Arrival, Departure, Future, In House, No Show, Stayed.
    8. Meal Plan - If a Meal Plan such as breakfast is included BB will be displayed, if not it will state N/A (not applicable and you will be able to add breakfast by clicking on the pen icon/edit button.
    9. Nights - The number of reservation nights applicable.
    10. Arrival - Arrival Date > editable by clicking n the pen icon/edit button.
    11. Departure - Departure Date > editable by clicking n the pen icon/edit button.
    12. More - Multiple amendments can be made:


    Check In and Out:

    • The Check-In button appears only on the day of arrival, or, if the booking is marked as No Show, on the following day, and only if the room is allocated and clean.

     

    💡Tip: Check out the articles:

    👉'How to change the room housekeeping status?'

    👉'How to allocate a booking?' 

     

    • The Check-Out button will become visible on the departure day. If a booking is not checked out by the end of that day, its status will remain as ‘Check Out’.

     

     

    BILLING SECTION:

     
    1. Balance - View the outstanding balance of the booking.
    2. Document Type - Proforma, Invoice,  Credit, Payment and Refund
    3. To - Payer of the Document.
    4. Amount - Document amount.
    5. Balance - Outstanding balance/left to pay amount.
    6. Add Extra - Add extra charges to the room such as Items
      💡Tip: Check out the article 'How to add Extra's to a booking?'
    7. Charge - Settle the bill, several options.
      💡Tip: Check out the article 'How to collect payments'
    8. Print - Print Document.
    9. View - View the details of the Document.
    10. More Action button - Select from multiple options:

      - Proforma Options:
       
      Change Payer - Choose your new (available) payer from guests,  Travel Agent or Company.
      Finalize - Finalize the Proforma to generate an Invoice
      Separate City Tax - This will separate the City Tax from the Proforma, in case this will be paid by another payer. 
      Split to Rooms - If a booking includes multiple rooms, you can create separate Proforma documents for each room when different payers are responsible for payment.
      Split by Items - If a booking includes multiple items (extra's), you can create separate Proforma documents for each extra when different payers are responsible for payment.
      Split to Pax -  If a booking includes multiple guests, you can create separate Proforma documents for each guest when each guest is responsible for payment, or simply separate Invoices per guest are requested.
      Edit Tags - Add a Tag to the Proforma to categorise.
      Cancel - Remove the Proforma from the Document list. This will result in a lower balance. 

      *Invoice Options:


      Change Payer -  Choose your new (available) payer from guests,  Travel Agent or Company.
       Edit Tags - Add a Tag to the Invoice to categorise.
      Credit Invoice - A credit invoice reduces the balance owed; after issuing a credit invoice, a new invoice must be generated.

      *Payment Options: 

      Change Payer - Choose your new (available) payer from guests,  Travel Agent or Company.
      Switch Proforma/Invoice - Choose which Proforma or Invoice the payment needs to be attached to.
      Change Payment Method - Only applicable to Simple Post Payments, that do not require the Payment Gateway Option (and interface with the Payment platform Stripe). Simple Posts are Cash, Bank transfer, On Account. 
      💡Tip: Check out the article 'What is the difference between Simple Post and Payment Gateway?'
      Refund - Process a refund for this payment.
      Edit Tags - Add a Tag to the Proforma to categorise.

     

     

    VIEW, ADD AND EDIT NOTES:



    • Notes are only visible to system users and help streamline internal communication for greater clarity.

      💡Tip: Check out the article 'How to use Notes?'

     

    REMARKS:




    • Remarks are comments provided by the OTA. While you can update a remark, it is generally not recommended.

     

    ADD COMPANY:

     

    • Add a company to the booking if requested.

    💡Tip: Check out the article 'How to create and manage company profiles? '