All Reservations
The All Reservations list shows every booking. Use it to search, filter, create, edit, and manage reservations.
Access
From the sidebar: Reservation. The main list opens by default.
List Columns
Typical columns include: Reservation ID, Guest Name, Room Type, Room Number, Arrival Date, Departure Date, Nights, Status, Rate Amount, Reservation Type, Source, Market.
Use the search bar and filters to narrow results by guest name, confirmation number, dates, status, room type, source, market, and more.
Creating a New Reservation
Click New Reservation. The form has three steps:
Step 1 — Guest Info
Search for an existing individual profile or enter guest details manually.
| Field | Required | Description |
|---|---|---|
| Guest Search | — | Search existing individual profiles by name. Selecting a profile auto-fills the fields below. |
| Title | No | Salutation (Mr, Mrs, Ms, Dr, etc.). |
| First Name | No | Guest's first name. |
| Middle Name | No | Guest's middle name. |
| Last Name | Yes | Guest's last name. |
| No | Guest's email. | |
| Phone | Conditional | Required if the selected reservation type has Phone Required enabled. |
| NRC | No | National Registration Card number. |
| Nationality | No | From Nationalities setup. |
| Country | No | From Countries setup. |
| VIP Status | No | From VIP Levels setup. |
Additional Guests — Click Add Another Guest to add more guests to the same reservation. Each additional guest can be linked to an existing profile or entered manually. Use the action menu on each guest row to Make Primary Guest (swap with the primary) or Remove Guest.
Travel Agent / Company — Below the guest fields, assign a Travel Agent profile and/or Company Profile as payer or organiser.
Step 2 — Booking Info
Two sections: Stay Information and Geographical Data.
Stay Information:
| Field | Required | Description |
|---|---|---|
| Arrival Date | Yes | Check-in date. Defaults to the current business date. Cannot be before the business date. |
| Number of Nights | No | Auto-calculates departure date. |
| Departure Date | Yes | Check-out date. Auto-calculated from arrival + nights. |
| Room Type | No | Select the room type. Filters available rooms and rate codes. |
| Rate Code | No | Rate plan for the stay. Options depend on the selected room type and arrival date. |
| Room Number | No | Specific room. Disabled when Number of Rooms > 1. |
| Number of Rooms | No | For multi-room bookings. When > 1, room number is not assigned individually. |
| No. of Adults | No | Number of adults. Affects rate calculation if rate has per-adult pricing. |
| Rate Amount | No | Nightly rate. Auto-filled from rate code selection. |
| Total Amount | No | Calculated: rate × nights. |
| Daily Rate | No | Click View Daily Rate to set a custom rate per night (overrides the flat rate). |
| Package | No | Package selection (currently read-only; set via rate code). |
| Reservation Type | Yes | Type of reservation (e.g. Regular, Walk-In, Group). Controls required fields (phone, credit card, deposit, arrival time). |
| Deposit Amount | Conditional | Required if reservation type has Deposit Required enabled. |
| Payment Type | No | How the guest will pay (cash, card, etc.). May trigger credit card requirement. |
| Credit Card Number | Conditional | Required if reservation type or payment type requires it. Masked by default. |
| ETA (Estimated Arrival Time) | Conditional | Required if reservation type has Arrival Time Required enabled. |
| ETD (Estimated Departure Time) | No | Expected departure time. |
Geographical Data:
| Field | Description |
|---|---|
| Market | Market segment for the booking — from Markets setup. |
| Source | Booking source (e.g. Direct, OTA, Travel Agent) — from Sources setup. |
| Purpose of Stay | Reason for the visit — from Purpose of Stay setup. |
Transportation — Click Add Transportation Info to expand the transportation step (optional).
Step 3 — Transportation Info (Optional)
Only shown if you clicked Add Transportation Info in Step 2.
| Field | Description |
|---|---|
| Pick Up Required | Yes/No toggle. Enables pickup detail fields. |
| Pickup Location | Where to pick up the guest. |
| Pick Up Time | Time of pickup. |
| Pickup Transportation Type | Vehicle/transport type — from Transportation Types setup. |
| Pickup Transport Number | Flight number, train number, etc. |
| Drop Off Required | Yes/No toggle. Enables drop-off detail fields. |
| Drop-off Location | Where to drop off the guest. |
| Drop Off Time | Time of drop-off. |
| Dropoff Transportation Type | Vehicle/transport type. |
| Dropoff Transport Number | Flight number, train number, etc. |
Editing a Reservation
Open a reservation from the list (click the row). The detail page shows the same three-step form in view mode. Click Edit to make changes.
Note for in-house reservations: Arrival date and room type are locked while the guest is checked in. To move the guest to another room, use Room Move from the In-House list. Nights, departure date, and rate amount remain editable.
Reservation Detail — Activity Panel
On the Booking Info step of an existing reservation, an Activity card shows:
| Button | Description |
|---|---|
| Alerts | View and manage reservation alerts (shown as warning banners at the top of the reservation). |
| Comments | Internal comments/notes on the reservation. |
| Messages | Guest-facing messages linked to the reservation. |
Each button shows a count badge when items exist.
Reservation Actions
From the reservation detail header, available actions depend on the current status and your permissions:
| Action | When Available | Description |
|---|---|---|
| Check In | Status: Reserved/Confirmed | Moves the reservation to In-House. Room must be Vacant Clean. |
| Check Out | Status: In-House | Moves the reservation to Checked Out. Folio balance should be settled first. |
| Cancel | Status: Reserved/Confirmed | Cancels the reservation. Requires a cancellation reason. |
| Waitlist | — | Moves to waitlist status. |
| Print Registration Form | Any | Prints the guest registration form. |
| Print Confirmation Letter | Any | Prints the booking confirmation letter. |
| Open Billing | In-House | Opens the folio in Cashiering → Transaction. |
Confirmation Letter and Registration Form
From the reservation detail, you can print:
- Confirmation Letter — Sent to the guest to confirm the booking.
- Registration Form — Signed by the guest at check-in.
Group Reservations
Reservations can belong to a Group. Group reservations share a group ID and group name. The first reservation in the group holds the deposit; subsequent group members do not require a separate deposit. Group management is available from the reservation list.
Daily Rate Override
On the Booking Info step, click View Daily Rate to open the Daily Rate modal. This lets you set a custom rate for each individual night of the stay, overriding the flat rate code amount. The total is recalculated automatically.