How to create a new reservation

Starting the Reservation Process

You can initiate the new reservation process from any of the following interfaces:

• PMS > Front Office > Room Calendar
• PMS > Front Office > Check-in
• PMS > Front Office > In-House
• PMS > Front Office > Check-out
• PMS > Front Office > All Reservations

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

Stage 1: Searching for Accommodation Details

In this first stage, the basic criteria for the reservation are defined.

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

After entering the criteria, proceed to the next stage.

Stage 2: Selecting Room Type and Price

In this stage, the room type for the guest’s stay and the applicable price are determined.

Note: If a price is not selected or entered in this stage, the final button to complete the reservation will not be active.

Room Type Selection: 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.)

Pricing:

Show rates: Displays the total accommodation fee for the entire stay, not the nightly (daily rate).

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

Stage 3: Entering Guest and Reservation Information

In this final stage, all the details pertaining to the reservation are entered.

Contact Information:

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

Reservation Details:

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

Notes, Payment, and Room Assignment:

• Note: Add special notes to the reservation.
• Add Payment: Post a received payment directly to the folio during creation.
• Room Number: Assign a room number at this stage if desired.
  

3. Finalizing the Reservation

After entering all the information, the final step involves a checkbox that determines the reservation’s guarantee status and changes the final button accordingly.

• “This reservation has been confirmed” Option: This is a checkbox.
  • If this box is CHECKED: The button at the bottom of the screen will turn green and read “CONFIRM [X] room(s) for [Total Price]”. This creates a guaranteed reservation.
  • If this box is NOT CHECKED: The button will read “BOOK [X] room(s) for [Total Price]”. This creates a non-guaranteed (tentative) reservation.

Once you click the button, the reservation is created, and the Reservation Card interface will open, where you can manage all its details.