{"id":1705,"date":"2025-09-29T07:13:58","date_gmt":"2025-09-29T04:13:58","guid":{"rendered":"https:\/\/support.hotelrunner.com\/?p=1705"},"modified":"2026-01-20T14:04:42","modified_gmt":"2026-01-20T11:04:42","slug":"create-a-new-reservation","status":"publish","type":"post","link":"http:\/\/support.hotelrunner.com\/en\/create-a-new-reservation\/","title":{"rendered":"How to create a new reservation"},"content":{"rendered":"
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This how-to document explains step-by-step how to manually create a new reservation using the HotelRunner dashboard.
\nReservations created here are deducted from your general inventory, updating the availability information on all your calendars in real-time.<\/p>\n<\/p>\n <\/div>\n <\/div>\n \n\n\n

<\/div>\n\n\n\n

Starting the Reservation Process<\/strong><\/h3>\n\n\n\n

You can initiate the new reservation process from any of the following interfaces:<\/p>\n\n\n\n

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  • PMS > Front Office > Room Calendar<\/strong><\/li>\n\n\n\n
  • PMS > Front Office > Check-in<\/strong><\/li>\n\n\n\n
  • PMS > Front Office > In-House<\/strong><\/li>\n\n\n\n
  • PMS > Front Office > Check-out<\/strong><\/li>\n\n\n\n
  • PMS > Front Office > All Reservations<\/strong><\/li>\n<\/ul>\n\n\n\n

    When you click the New Reservation<\/strong> button on these pages, a three-stage process begins, which is the same for all methods.
    <\/p>\n\n\n\n

    <\/div>\n\n\n\n
    \"\"<\/figure>\n\n\n\n
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    The Three Stages of Reservation Creation<\/strong><\/strong><\/h2>\n\n\n\n

    Searching for Accommodation Details<\/strong><\/h3>\n\n\n\n

    In this first stage, the basic criteria for the reservation are defined.<\/p>\n\n\n\n

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    • Check-in and Check-out:<\/strong> Select the accommodation date range.<\/li>\n\n\n\n
    • Rooms:<\/strong> Specify how many rooms to book. (Note: You can create a bulk booking for up to 10 rooms at the same time.<\/em>)<\/li>\n\n\n\n
    • Adult and Child:<\/strong> Enter the number of guests.<\/li>\n\n\n\n
    • Country (Markets):<\/strong> If there is a specific market price applicable to the reservation, select the relevant country. Otherwise, you can leave it blank.<\/li>\n<\/ul>\n\n\n\n

      After entering the criteria, proceed to the next stage.<\/p>\n\n\n\n

      <\/div>\n\n\n\n
      \"\"<\/figure>\n\n\n\n
      <\/div>\n\n\n\n


      Selecting Room Type and Price<\/strong><\/h3>\n\n\n\n

      In this stage, the room type for the guest’s stay and the applicable price are determined.<\/p>\n\n\n\n

      Note:<\/strong> If a price is not selected or entered in this stage, the final button to complete the reservation will not be active<\/strong>.<\/p>\n\n\n\n

      Room Type Selection:<\/strong> Choose the room type or types to be booked from the list. You can check the availability next to the room type. (Note: You can create a multi-room reservation by selecting more than one room type at once.<\/em>)<\/p>\n\n\n\n

      Pricing:<\/strong><\/p>\n\n\n\n

      Show rates:<\/strong> Displays the total accommodation fee<\/strong> for the entire stay, not the nightly (daily rate).<\/p>\n\n\n\n

      Price adjustment:<\/strong> Allows you to modify this displayed price. You can apply a net or percentage increase\/decrease with Price adjustment<\/strong> or set a new total amount directly with Final price<\/strong>.<\/p>\n\n\n\n

      <\/p>\n\n\n\n

      <\/div>\n\n\n\n
      \"\"<\/figure>\n\n\n\n
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      Entering Guest and Reservation Information<\/strong><\/h3>\n\n\n\n

      In this final stage, all the details pertaining to the reservation are entered.<\/p>\n\n\n\n

      Contact Information:<\/strong><\/p>\n\n\n\n

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      • Main Contact:<\/strong> Select the main guest profile for the reservation or create a new individual profile with the Add<\/strong> button.<\/li>\n\n\n\n
      • Channel (Agency), Channel Source, Company:<\/strong> Select existing profiles or create new ones in the relevant fields.<\/li>\n<\/ul>\n\n\n\n

        Reservation Details:<\/strong><\/p>\n\n\n\n

          \n
        • Provider Number:<\/strong> Assign an external reference number to the reservation.<\/li>\n\n\n\n
        • Accommodation Type:<\/strong> Specify the nature of the stay (Standard:<\/strong> Paid, Comp:<\/strong> Complimentary, H-Use:<\/strong> House-Use for staff).<\/li>\n\n\n\n
        • Allocation Type (Guarantee Status):<\/strong> Choose between Definite<\/strong> (guaranteed) or Tentative<\/strong> (non-guaranteed).<\/li>\n\n\n\n
        • Reservation Source:<\/strong> Indicate how the reservation was received (Phone, Email, Walk-in, etc.).<\/li>\n<\/ul>\n\n\n\n

          Notes, Payment, and Room Assignment:<\/strong><\/p>\n\n\n\n

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          • Note:<\/strong> Add special notes to the reservation.<\/li>\n\n\n\n
          • Add Payment:<\/strong> Post a received payment directly to the folio during creation.<\/li>\n\n\n\n
          • Room Number:<\/strong> Assign a room number at this stage if desired.
            <\/li>\n<\/ul>\n\n\n\n
            <\/div>\n\n\n\n

            Finalizing the Reservation<\/strong><\/h2>\n\n\n\n

            After entering all the information, the final step involves a checkbox that determines the reservation’s guarantee status and changes the final button accordingly.<\/p>\n\n\n\n

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            • “This reservation has been confirmed” Option:<\/strong> This is a checkbox.\n
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              • If this box is CHECKED:<\/strong> The button at the bottom of the screen will turn green and read “CONFIRM [X] room(s) for [Total Price]”<\/strong>. This creates a guaranteed reservation.<\/li>\n\n\n\n
              • If this box is NOT CHECKED:<\/strong> The button will read “BOOK [X] room(s) for [Total Price]”<\/strong>. This creates a non-guaranteed (tentative) reservation.<\/li>\n<\/ul>\n<\/li>\n<\/ul>\n\n\n
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                \ud83d\udd14 Note:<\/strong> In both cases (whether confirmed or booked), the number of selected rooms is deducted<\/strong> from the property’s general availability. The only difference is the guarantee status of the reservation in the system.<\/p>\n<\/p>\n <\/div>\n <\/div>\n \n\n\n

                Once you click the button, the reservation is created, and the Reservation Card<\/strong> interface will open, where you can manage all its details.
                <\/p>\n\n\n\n


                <\/p>\n","protected":false},"excerpt":{"rendered":"

                Starting the Reservation Process You can initiate the new reservation process from any of the following interfaces: When you click the New Reservation button on these pages, a three-stage process begins, which is the same for all methods. The Three Stages of Reservation Creation Searching for Accommodation Details In this first stage, the basic criteria […]<\/p>\n","protected":false},"author":4,"featured_media":0,"comment_status":"open","ping_status":"open","sticky":false,"template":"","format":"standard","meta":{"_acf_changed":false,"footnotes":""},"categories":[216,107],"post_product":[50,55],"class_list":["post-1705","post","type-post","status-publish","format-standard","hentry","category-reservation-add-and-edit","category-reservation","post_product-channel-manager","post_product-property-management-system"],"acf":[],"_links":{"self":[{"href":"http:\/\/support.hotelrunner.com\/en\/wp-json\/wp\/v2\/posts\/1705","targetHints":{"allow":["GET"]}}],"collection":[{"href":"http:\/\/support.hotelrunner.com\/en\/wp-json\/wp\/v2\/posts"}],"about":[{"href":"http:\/\/support.hotelrunner.com\/en\/wp-json\/wp\/v2\/types\/post"}],"author":[{"embeddable":true,"href":"http:\/\/support.hotelrunner.com\/en\/wp-json\/wp\/v2\/users\/4"}],"replies":[{"embeddable":true,"href":"http:\/\/support.hotelrunner.com\/en\/wp-json\/wp\/v2\/comments?post=1705"}],"version-history":[{"count":18,"href":"http:\/\/support.hotelrunner.com\/en\/wp-json\/wp\/v2\/posts\/1705\/revisions"}],"predecessor-version":[{"id":3424,"href":"http:\/\/support.hotelrunner.com\/en\/wp-json\/wp\/v2\/posts\/1705\/revisions\/3424"}],"wp:attachment":[{"href":"http:\/\/support.hotelrunner.com\/en\/wp-json\/wp\/v2\/media?parent=1705"}],"wp:term":[{"taxonomy":"category","embeddable":true,"href":"http:\/\/support.hotelrunner.com\/en\/wp-json\/wp\/v2\/categories?post=1705"},{"taxonomy":"post_product","embeddable":true,"href":"http:\/\/support.hotelrunner.com\/en\/wp-json\/wp\/v2\/post_product?post=1705"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}