Once you have finished all setup, you can start booking up your hotel and create Hotel Reservations on your property. The Hotel Reservation page keeps track of everything related to the guest, contact information, stay details, accommodation details, and rate details amongst other things.
There are two ways to create a hotel reservation, the most common one is to use the New Reservation action on the Role Center action bar. The other option is to use the New action on the Hotel Reservation List. This action opens the same page and uses the same underlying processes to create a reservation. You can also create reservations using Web Services.
General FastTab
| Field | Description |
|---|---|
| Guest Name | The name of the guest. This field is linked to the Member Contact table. |
| Guest Email | The guest's email address. |
| Country | The guest's nationality. |
| Guest No. |
A unique identifier for the guest, the member contact - contact number. |
| Phone No. | The phone number for either the guest or the contact. |
| Mobile Phone No. | The mobile phone number for either the guest or the contact. |
| Customer Name | If a company is related to this reservation, this works in the same way as the Guest Name. If already in the system, it will automatically fill in contact information based on the information about the customer. |
| Customer Account Email | The company's email address. |
| Customer Account Phone | The company's phone number. |
| Contact | The contact for the customer. |
| Reservation Type | Specifies the type of this reservation. |
| Status | Specifies the status of this reservation. |
| Arrival Date | Specifies the date when the guest will arrive at the hotel. |
| Departure Date | Specifies the date when the guest will depart. |
| Nights | Shows the number of nights the guest will stay at the hotel. |
| Check-in Time | Specifies the estimated check-in time for the guest(s). |
| Actual Check-in Time | Specifies the actual check-in time, saves the time when the reservation status is changed from Confirmed to In house. |
| Check-out Time | Specifies the estimated check-out time for the guest(s). |
| Actual Check-out Time | Specifies the actual check-out time, saves the time when the reservation status is changed from In house to Checked out. |
| Property | Shows which property this reservation belongs to. |
| Room Type | Shows on which room type this reservation is booked. |
| Booked Room Type | Shows on which room type this reservation is currently booked, can change if upsell/upgrade is done. |
| Paying Room Type | Shows on which room type this reservation is currently booked, can change if upsell/upgrade is done. |
| Upgrade | Indicates whether this reservation has been upgraded or not.Toggle set to false means no upgrade, toggle set to true means that it has been upgraded. This is non-editable to the user, changes to this field are done by the system. For example, the guest has been moved to another room and did not have to pay the difference. |
| Upsell | Indicates whether this reservation has been upsold or not,Toggle set to false means no upsell, toggle set to true means that it has been upsold. This is non-editable to the user, changes to this field are done by the system. For example, the guest has been moved to another room and is paying for the difference. |
| Room No. | Shows the room number for this reservation. |
| Locked | Indicates whether or not the room number can be changed. If set to true, the room number is locked and cannot be changed. If set to false, users can change the room number. |
| Extra Beds | Indicates how many extra beds the guest needs during the stay. The system automatically adds to this field based on Room Type setup and the number of adults/children staying in the room. |
| Cribs | Indicates how many cribs the guest needs during the stay. The system automatically adds to this field based on Room Type setup and the number of adults/children staying in the room. |
| Rate Code | Specifies the rate code the guest is booking. |
| Cancellation Policy | Specifies the cancellation policy that is set on the rate code that will be applied to this reservation, if canceled. |
| Deposit Policy | Specifies the deposit policy that is set on the rate code that will be applied to this reservation. |
| Currency | Specifies the currency of the reservation. |
| Routing Rule | Specifies the routing rule of the reservation. |
| Charge To Room | Indicates whether or not this reservation is allowed to charge cost to the room. There are two options available: Allowed and Closed. |
| Reservation Guaranteed | Is the reservation guaranteed with a card or company. |
| Adults | Indicates how many adults are in this reservation. |
| Children | Indicates how many children are in this reservation. |
| Cancellation No. | If canceled, the reservation gets a cancellation number, show in this field. |
| Cancellation DateTime | If canceled, the system saves the DateTime of when the status of the reservation changed from Confirmed or In house to Canceled. |
| Reservation Channel | Specifies the channel from which the reservation was created. |
| External Res. No. | If the reservation was originally created in another system or has some information in another place, you can insert that number here. |
| Attention | Users can manually turn this field on or off, but the system will automatically turn it on, if it has difficulties creating activities included in the rate when the reservation is created. In that case, the activity lines in the reservation's Extra FastTab get a green color, and the action bar gets an Activities action that you can use to let the system try to create the activity again. |
| Group Res. No. | If the reservation is part of a group, the group number is displayed here. |
| Market Segment | Hotel market segmentation is the process of grouping hotel guests into categories based on their booking patterns and travel habits. Here you can select which segment this guest belongs to. |
| IATA No./ Commission | An agency IATA number is an account number. It uniquely identifies a travel agency within the IATA network. |
| Housekeeping Rule | Indicates the housekeeping rule for this reservation. You can change this value manually, for example if the guests wish to have no housekeeping during their stay. |
| Host | |
| Comment on Invoice | Here users can add a text that will appear in the invoice's header. |
Activities FastTab
Reservation Extras FastTab
Reservation extras let users add items to a reservation. These items can be something guests ask for in advance or during their stay. For example, a guest has asked to have champagne ready in the room on arrival. This can also be a way to charge the guest for third-party services.
There is an option that lets you set reservation extras outside the reservation duration (arrival and departure dates). In the General FastTab on the Hotel Setup page, the field Res. Extra Shoulders (No. of Days) determines how many days this shoulder should be. For example, if you enter the value 2 in this field, you will be able to add reservation extras two days before the arrival date and two days after departure.
Note: Be careful using this field as it has no limitations, the system will accept any number of days.