Help / Hotel

Take and manage reservations

Check which rooms are free for a stay, book a guest, and confirm, change or cancel the booking.

Before you start

You need the Hotel "Edit" permission to book or change reservations. People with "View" can look at the list and open stays. Each room type you want to sell needs a nightly rate.

Make a booking

1. Open Reservations and click New booking (the Front Desk page has the same button).
2. Set Arrival, Departure and Guests, then click Check availability.
3. The page lists each room type with how many rooms are free, the nightly rate and the total for the stay. Types with no free room, or no rate, cannot be chosen.
4. Click a room type, then enter the Guest name (required), Phone, Email and any Notes.
5. Leave Room on "Any free room" or pick a specific room from the list.
6. Click Book followed by the room type name.

A green message confirms the booking, with a link to Open the booking. A booking is given a specific room straight away, so two guests can never be booked into the same room for the same nights. A stay can be at most 365 nights, and departure must be after arrival.

Find and manage bookings

The list has the tabs Upcoming (Booked and Confirmed), In house, Past (Checked out, Cancelled, No-show) and Everything. Use Search to find a guest by name or phone.

Statuses are Booked, Confirmed, Checked in, Checked out, Cancelled and No-show. In the list you can:

• Confirm a Booked reservation once the guest has confirmed.
• Cancel a Booked or Confirmed reservation.
• Open it to see the full stay.

Change a stay

Open the booking. Buttons depend on the status:

• Change room: choose a free room and click Move. The new room may be a different type; the stay then belongs to that type.
• Change dates: edit the dates and click Save dates. The room must be free for the new dates. Once the guest has checked in, only the departure date can change.
• No-show: available for a Confirmed booking on or after its arrival day.
• Cancel booking.

Good to know

• Rooms that are in Maintenance or Blocked are not offered as free.
• A room is not offered for more guests than it sleeps, when a limit is set on the room.
• The price shown is the nightly rate times the number of nights. Deposits, group bookings and online booking are not part of the Hotel module.
• Next step: check the guest in.