Adding a reservation manually
What it is
Recording a reservation you received away from the website - by phone, by e-mail or in person at reception.
Why you need it
So that it blocks the dates the same way a website reservation does. Without it somebody could buy those dates online and two guests would turn up.
How to do it
- In the left menu open Reservations.
- Click Add reservation.
- In the Guest details block fill in the Full name, E-mail and Phone.
- In the Dates and room block choose the room, the arrival and departure dates and the number of guests.
- Check the availability message (see below).
- In the Status and note block choose the status. A phone reservation is usually confirmed straight away - the dates are already agreed.
- Optionally write a Note - for example a late arrival, a baby cot, allergies.
- Check the Price calculation.
- Click Save reservation.
Checking the dates are free
The system checks the dates as soon as you enter them:
| Message | What it means |
|---|---|
| The dates are free | No conflict, you can save |
| The dates overlap with a reservation | The room is taken. Choose other dates. |
| These dates are booked on a portal | Taken on Booking or Airbnb. You can save, but a conflict will arise - check it. |
| These dates are withdrawn from online sale | The room is free. The guest does not see it on the website, but you can record the reservation. |
| Check-out must be after check-in | The dates are the wrong way round |
The price
We calculate the price automatically from the room's pricing and the local tax rate. You cannot change it here - it is adjusted in the Pricing and Settings sections.
The e-mail to the guest
A toggle decides whether the guest receives a confirmation with the reservation details. It is worth doing on a phone reservation - the guest then has the dates in black and white.
With the Confirmed status the e-mail is always sent.
Further options
- Of which children - when you have prices for children switched on, you enter how many of the guests are children. The price is reduced according to the age bands.
- Promo code - you can apply a discount coupon.
- Billing details - when the invoice should be made out to a company.
- A specific room - which physical room the guest gets. Reception tells them on arrival.
Group booking
If you are recording a block of rooms under one name - a wedding, a corporate event, a tour - turn on Mark as a group booking. In the Group contact and instructions field write the contact person, phone and billing instructions.
You add and remove rooms in the group with the add room button in the reservation's rooms section.
An option - holding dates without commitment
On a group booking you can set Option held until. Until that day the rooms are held without commitment. If nothing happens by then, the reservation is cancelled automatically and the dates go back on sale.
The system keeps telling you how many days are left before it expires. The Confirm block (drop the option) button makes the reservation binding.
Two rules:
- The option must fall between today and the arrival date.
- An option cannot be placed on a paid reservation - that one is already binding.
Group bookings with options are part of the Premium plan. You can record a block of rooms under one name without it, just without the non-binding option.
Common problems
The system will not let me save. Check that you have valid dates and that they do not overlap with another reservation.
The room is blocked (maintenance). The dates are closed because of maintenance. Remove the block in the calendar, or choose another room.
I saved a reservation with a conflict. The dates are taken on a portal too. Resolve it as soon as possible - either with you or on the portal.
The guest did not get a confirmation. Check that you filled in the e-mail and that the sending toggle was on. It is also worth looking in the Spam folder.
The price does not match what I told the guest. The price is calculated from your pricing. If you agreed on a different one, adjust the pricing or use a promo code.
I cannot set an option. The option is part of the Premium plan and cannot be placed on an already paid reservation.