Manual Booking Form

The Manual Booking Form is designed to create a booking by entering guest details by the accommodation provider and manage the day to day details for each booking. 

 Step 1 - Creating a New Booking:

Creating/Opening a new booking using the Manual Booking Form

There are 3 ways to access the Manual Booking Form to create a new booking:

  1. Select the stock unit on the date required and click on the relevant date on the calendar. (image1.1)
  2. Goto the homepage and hover over the 'Bookings' Tab and select "New Booking" (image 1.2)
    • ResBook > Bookings > New Booking
  3. Go to the homepage and click on the downward pointing triangle next to the "Today" Button and select "New Booking" (image 1.3).  
2.2 image for calendar view
image 1.1 - selection on bookings tab image 1.2 - calendar view selection image 1.3 - shortcut selection

                                   

Step 2 - Edit/view options continued (mandatory fields):

A pop-up window will open to show to the Manual Booking Form (image 2.1). Start by adding the booking details such as stock unit, contact name, number of adults, arrival and departure dates, etc.

Some fields on the booking form are mandatory and must be completed manually. These are denoted by a red asterisk (*). You cannot save a booking without this information.

Mandatory Fields:

  • Stock Unit
  • Number of Adults (There must be at least 1 Adult per booking)
  • Contact Name 
    • Contact Name will require First and Last Names & Email Address as mandatory
    • The "+" button at the end of the Contact name field will open add new contact pop-up
  • Arrival Date
  • Departure date
  • Nights
    • Nights will auto calculate based on Arrival and Departure dates or if you enter the number of nights it will adjust the departure date.
image 2.1 pop-up window of Manual Booking Form

 

Step 3 - Edit/view options continued (saving booking):

Enter remaining information in the non-mandatory fields.  Scroll to the bottom of the form and select "SAVE".   This will enter the booking into the Calendar and give it a booking number. 

 

Step 4 - Edit/view options continued (quick view window):

The viewing box (image 4.1) will now contain information. This Quick View window above the edit function provides an overview as detailed below.

viewing box
image 4.1 - viewing box

 

Step 5 -  Edit/view options continued (Editing nightly rate, additional fields, notes and comments & agents):

You can use the promo code or the discount features to modify the nightly rate being charged to the guest.

All Property Administrators can activate the ability to edit base nightly rates (image 5.1 & 5.2):

ResBook > Settings settings_icon.png> General settings > Average Rate Editable

Average-rate-editable Average-rate-editable-2
image 5.1 - accessing General Settings image 5.2 - Average Nightly Rate setting

NOTE: these have been deactivated by default for accountability purposes and can be changed if required.

 At the lower section of the Manual Booking Form, you will be able to access the functions:

  • Additional Information
  • Notes and Comments
  • Agent Details functions

Click on the "+" icon located on the lower right side of the pop-up window adjacent to the required function (image 5.3).  This will expand the window and allow you to enter further booking details.

image 5.3 - Additional Information / Notes & Comments / Agent Details Functions

Ensure you "Save"  to save the updated information and to proceed with updating the bookings.

 

Step 6 - Communicating with Guests:

ResBook allows you to send emails and SMS message to your guest/agent.  These selection buttons are located at the bottom of the Manual Booking Form.  Selection options will appear based on the current booking Status and if they appropriate template has been set up.

Messages sent from within ResBook will be saved in the booking history.  Replies will be sent to the defined reservations email address. 

The following article will go into greater depth of Email and SMS usage:

 

Step 7 - Overview of Tabs:

Tab Description

Functionality

Edit/View

This tab holds all the guest information such as guest details, times and dates plus any notes as mentioned above sections.

Services

This tabs functionality is available to subscribers of the Services module. 

You can add additional services to the booking in this section using the services created under settings. Simply drag and drop the service. If there are no services available and 

Do not forget to click "UPDATE BOOKING" button to reflect booking changes.

Manual booking form 6.2 Services
image 7.0 - Services tab

NOTE: (The Services Module will need to be activated and may incur an additional monthly cost)

Payments

As the name suggests all payments for this booking can be recorded here by clicking on "add new payment" button. All previous payments and any gateway (ResPay) related deductions will also show up as a list here.

Do not forget to click "UPDATE PAYMENTS" so booking reflects any changes.

image 7.1 - Payments tab

 

House Keeping

This is an optional tab that will be available to users subscribed to the House Keeping module. Enter all the cleaning details regarding the booking here.

Select the ‘charge to’ option to select whether to charge the guest or the owner of the property. Click on update housekeeping to update the booking.

(Please note that other additional settings within House Keeping need to be correctly set to facilitate these automated entries)

image 7.2 - House Keeping tab

NOTE: (The House Keeping Module will need to be activated and may incur an additional monthly cost)

Beds

Use this section to add the bedding configuration from the list of options available for the property according to the rooms/inventory unit bedrooms being used.

image 7.3 - Beds tab
Guests

Allow additional contacts to be added to the booking.  This could for single or multi rooms/inventory bookings.

image 7.4 - Guests tab

Rooms

Use this section to move the guest to a different room/property.  There are 2 sections. 

  • The top selection allows you to move a single Inventory for all nights of the booking (image 6.7).
image 7.5 - Rooms tab - move single inventory all nights 

 

  • The lower selection allows you to add/subtract/change single or multiple Inventories over each night of the stay. You will need to select each night (image 6.8).
 image 7.6 - Rooms tab - move single/multiple inventories for selected nights 

History

This tab allows the user admins to check the changes made by users to the booking for accountability purposes.

image 7.7 - History tab

Rates

This allows you to see the rate for each night of the booking on each inventory item.  There are no adjustments to the rates on this screen. 

 image 7.8 - Rates tab

Cancel

As the name entails – please use this tab to cancel a booking before check-in. A reason can be provided in the text boxes provided and the private message box can be used to add an internal note about the cancellation

image 7.9 - Cancelled tab

Invoices

Use this tab to see all invoices raised against the booking or to raise a new invoice to use the raise invoice button (image 6.12).  Clicking on the invoice number will open the invoice in a separate window.

Manual booking form 6.5a overview of invoices
image 6.10 - Invoices tab

 

 

 

Other Features of the Manual Booking Form

  • The Manual Booking Form updates booking totals on the fly in the top right-hand corner
  • Amount due will show up in red if days to guest arrival are less than as specified in settings (Deposit policy and the settings for when payment is due)
  • You can add an alert to the booking which will be prominently displayed at the top.
  • You can generate different emails to the guest at different stages of the booking – no email will be auto-generated for Manual entered reservations.
  • Sending an SMS to the guest at different stages similar to an email (involves setting up an account on the third party service (www.smsglobal.com)

  

Related Articles:

 

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