Checking Availability

To make a reservation first you need to check the availability and rates. You could do so by looking at the availability/rate chart. You can find an upward-facing arrow at the bottom right of your screen at all times. When you click on this you would be given an option to check availability/check rates. See screenshot below:

When you click on check availability you will see the below screen. On this screen, you can see Room type on the left side column and a calendar along with color-coding stretching across the other columns. What each color means is explained on the screen. If the room is available on the day you would like to make the reservation you can go ahead and check the price. You could also change the date at the from column to check the availability of a specific date. 

Making Reservation

Say there is availability on the days you want to make the booking. In this case, you can go ahead and make a booking by clicking on the reservations menu and selecting the reservations option. Once you do this the below screen will open up

On this screen, you will enter the last name, first name of the person. While entering this if the person has previously stayed with the hotel and a profile for this guest already exists then the below screen will open up.

If it is the same person please select Link and this guest profile will be linked to the booking and stay history will be tracked for future reservations too as highlighted in the above screenshot. Once a profile is selected you should continue adding the booked thru, arrival and departure date, the number of rooms, room type, rate type, comments inclusions like breakfast if any, the number of people, room number if you would like to allocate it on special request straight away and save this booking. The confirmation number Is shown on the bar along with the status of the reservation as highlighted in the screenshot below. A completed booking would look like the screenshot below.

You can now see an array of options that are available on the right side of the reservation each of which that you will use is explained in the guide below. 

Personal Information

This screen will allow you to capture personal information for the guest as seen in the image below:

Rate Plan

The rate plan option gives you a chance to change the rate before the check-in of the guest and also add any extra charges/inclusions like say parking which you would like to show on the proforma invoice. If the guest is staying for a long stay and you have to add parking for all nights or make a rate change for all nights easiest way would be to change/ add for the first night and then use the function of copy selected rate or auto-post to all days as shown in the image below: 

Tasks

You can allocate tasks to different people/departments along with a to-do date. These tasks can be tracked when completed or if not completed the reason can be recorded as well.

Cashiering

If you would like to post a payment please make sure you select the correct card and amount and post this. Also, the refund would be done the same way by clicking refund and selecting the card and amount and then posting it.

Proforma Invoice

If a guest would like to see a copy of the invoice before checking in so that he could make a payment then you could send him a proforma invoice. You could print or email this directly via options on the screen.

Documents

You can print/email the confirmation/cancellation depending on where your booking stage is by clicking on the documents section.  You can see in the image that on the left side you have a track of all emails you have sent to guests and also have an option to resend the same email in case the guest has not received it.

Deposit and Log Information

You can see all deposit logs under deposit transaction and reservation changes under log information. This will capture who has made the changes or posted a deposit and when. You can also add a deposit reminder for collection from the reservation screen along with a date as seen in the screen below:

Hold Reservation

You can place a booking on hold and specify a release period for any reason by clicking on the hold button and selecting a date until when the reservation should be on hold. Please make sure before you do end of day process that this hold booking is released or confirmed else the system will automatically cancel the booking on the release date if no action is taken.

Canceling the Booking

If you would like to cancel a booking you can click on the cancel button and specify a reason for cancellation and click on OK. Note that if the booking has a deposit it will ask you if you would like to retain/refund the deposit and you can select the correct choice.

Linking Booking with Existing Reservation / Split Booking Linking

If there is a spilled booking or 2 people are arriving together and have special requests like adjoining room etc, then you can link the 2 bookings together. You can do so by clicking on the link existing booking within the reservations tab. When you click on this a search screen will appear where you could search the name of booking you would like to link and then select it and click on the link. See screenshots below. 

Once linked the booking will start looking like the below screenshot. You can then enter into each booking by clicking on the mankind of symbol within the reservation screen.

From this screen, you can add a new room by clicking the ‘+’ symbol in green or cancel a booking by selecting the red ‘x’ symbol or unlink any booking by selecting and clicking on the safety link with a minus symbol as shown in the screenshot above.

Customer Profile

Click on the man profile in the reservation to enter any likes, dislikes, or in general any information of guests or check his previous visits.

If you would like to see a video then the links for reservation related videos are as follows:

https://www.youtube.com/watch?v=OGlxqrOXBEw&index=47&list=PL13kUVQ3yd1U6b6nrDaTSdQ4lLf8Jfk3D 

 https://www.youtube.com/watch?v=vl-VvochjnA&index=49&list=PL13kUVQ3yd1U6b6nrDaTSdQ4lLf8Jfk3D 

How to make a group reservation: 

https://www.youtube.com/watch?v=_Gus8ua-Wxw&list=PL13kUVQ3yd1U6b6nrDaTSdQ4lLf8Jfk3D&index=15