The Booking Pop-up explained

 

 

Open from the Booking List:

• Choose Bookings from the main menu and find the reservation by using the filter:
  
  
  💡Tip: Check out our article 'How to find a booking'
  
  
• When you located the booking click on the eye icon and the Booking Pop-Up will appear.

 

Open from the Rooms Calendar:

• Choose Rooms from the main menu and click once on the reservation you would like to open the Booking Pop-up for and it will immediately open:

 

 

The page explained per section:

 

At the top of the booking page, you will find all the essential booking details.

1. Booking Number - The system's unique booking number.
2. Copy Booking ID - To efficiently paste elsewhere in the system.
3. Attention Tag -The 'caution' icon will appear in red, alerting you to important notes or details that require your immediate attention.
4. Colour - You can assign a custom colour to any reservation in any status, allowing you to classify it under a predefined category for easier identification and organization. *Ensure every team member understands the meaning assigned to each color.
5. Tasks Button - Access and manage tasks associated with this booking, ensuring timely follow-ups and personalized service.
   💡Tip: Check out the articles 'How do tasks work?' and 'How to create a Task?'
6. Company - Add or edit a company profile if the booking is for business purposes.
7. Notes - Add internal notes for staff regarding specific guest preferences, requests, or any other relevant information. 
8. More - Extra options to choose from: 
   • Add File:  Upload files to the booking or view previous attached files.
   • Send E-mail: Use and edit Templates to send conformation and/or notification E-mails to the guests. 
   • See History: Review the History logs to track any updates made to the booking.
   • Edit Tags: Edit or remove the current Tags. 
   • Registration Form: To modify or print the registration form, and access the online check-in service.
   • Duplicate Booking - Replicate the existing booking details and create a new booking.
9. Creation Date & Time: See when the booking has dropped in the system, either from an OTA or manually made by a system user.
10. Tags: Tags are utilized to signal to colleagues when a booking has specific requirements or considerations that need attention.

 

This section provides insights into the booking's origin and easily views and manages information about the individual who made the booking.

• Channel: Identify where the booking originated, such as OTA's, your direct booking engine or by system user in case it was manually created.
• Reference Number: The unique ID assigned to the booking by the channel/OTA.

• Booker Name: The name of the person who made the booking, with an option to edit if needed.
• Status: Indicates whether the booking is Confirmed, Partially Confirmed, On Request, Quote or Cancelled.

 

Keep track of important information and special requests related to the booking. Remarks are attached to the booking by the OTA where the booking originated. 

 

 

This section provides a comprehensive overview of the assigned room and guest information.

• Room Number and Type: See the assigned room number and type (e.g., "Deluxe Twin Kamer - Room 214").
• Guest Names: View the names of all guests associated with the booking.
• State: Track the current status of the booking, such as "Checked In" "Arrived" or "No Show".
• Meal Plan: View or manage the meal plans for the booking (e.g., BB - Bed & Breakfast).
• Stay Dates: See the arrival and departure dates, with the ability to modify them if necessary.
• Room Management Buttons:
  • Change Room: Easily switch the guest to a different room.
  • Reallocate: Reassign guests to alternative rooms within the booking.
  • Check-In/Check-Out Buttons: Quickly perform check-in and check-out procedures.

 

 

Manage all financial aspects of the booking in one place.

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.
    
    
11. See Extra's - View the Extra items that were previously attached to the booking and edit or delete.
12. See Billings - View all document details and be able to edit or delete proforma's and create manual documents.