Creating Reservations

You create a reservation with the reservation wizard, a four-step form that takes you from the source and dates, through rooms and rates, to the guest and a final summary. This page walks through each step and the terms you meet along the way.

Select Reservations under Stay in the sidebar. The page has two views, switched with the toggle at the top:

• Calendar (the default) shows a grid of rooms and the reservations on them.
• List shows a table of reservations you can search and filter.

To start a reservation, select New Reservation at the top of the page (or press N). The wizard opens on its own page. You can also select a range of empty cells on the calendar and then select New reservation, which opens the wizard with those dates filled in.

Creating reservations needs the Create Reservations permission. See Users and Roles.

Room type: a category of accommodation (for example Standard Double, Deluxe King, or Suite), not a specific room. You book a room type and a quantity. A room number can be assigned in the wizard or left to auto-assign.

Rate plan: the priced offer for a room type (for example a base plan, Half Board, or Full Board). Each rate plan carries a nightly price, and through its seasonal intervals, day-of-week pricing and extra-guest charges. Packages and promotions are rate plans too. See Rate Plans.

Source: where the reservation came from. Sources are set up per property and grouped into categories (Direct, Corporate, OTA). See Reservation Sources.

Stay: one reserved room within a reservation. A reservation can hold several stays, each with its own room, dates, rate, and status.

The stepper at the top shows the four steps. Use Next and Back to move between them. Each step checks its fields before it lets you continue, and you can select a finished step in the stepper to return to it.

1. Choose a Source. The list groups sources by category.
2. Select the Stay Dates field, then pick a check-in date and a check-out date. Past dates are disabled.
3. If the guest quoted a promotion code, type it in Promo code and select Check code. A valid code names the rate plan it unlocks, and that plan's rates appear in the next step. See Promotions.
4. The step shows the number of nights once both dates are set.

The source decides which rate plans and payment terms apply in the next steps, so set it before you move on.

This step lists every room type with its availability for your dates and source.

1. Each room type card shows how many rooms are available (for example "3 available"), the maximum occupancy ("Max 2"), and a photo if one is set. Restricted room types show the reason instead.
2. Select Select on a room type to add it. Use the plus and minus controls to set how many rooms of that type you need, up to the number available.
3. Pick a rate plan from the list on the card. The default plan is marked Default. Plans blocked by a restriction (for example a minimum stay) are disabled and show the reason.
4. Set Adults and Children, and enter each child's age under Child ages. Occupancy is capped at the room type's maximum unless you turn on Override max. When you book more than one room of a type, Guests per Room lets you set occupancy for each room. Guests above the plan's included occupancy add the plan's extra-guest charge per night, adjusted by age where the plan has age bands.
5. Under Room Assignment, optionally select specific rooms. Rooms you leave unassigned are assigned automatically. When no single room is free for the whole stay, the card says the room will be auto-assigned at check-in.
6. Review Per-Night Rates. With the Override Prices permission you can change a single night, use Set all rates with Apply to all nights, or select Reset all to return to the plan rates. The room total updates as you go.

You can add several room types to the same reservation. Every room you select stays on one reservation. See Multi-Room Reservations.

1. Search for the guest by name, email, or phone under Search Guests, or pick one from Recent Guests.
2. If there is no match, select Create New Guest, enter a first and last name (email and phone are optional), and select Create & Select. The new profile is saved to your guest list for future reservations. See Guest Profiles.

This step prices the whole reservation.

1. Room charges lists each room type, its rate plan, its assigned rooms (or Auto-assign), and a per-night breakdown.
2. Add-ons & Services lets you add services from your catalogue. Per-night services are multiplied by the number of nights; one-time services are charged once.
3. Taxes & Fees lists each tax and fee that applies. Inclusive taxes are marked "included"; exclusive taxes are added on top.
4. The totals show the room subtotal, any services, taxes, and the Grand Total.
5. Check the Deposit. It is filled in from the reservation's payment terms, and a line under Balance Due says where those terms come from (the rate plan, source, agency, or the property's policy). You can type another amount or use No deposit, 20%, 50%, or 100%. A deposit that differs from the terms needs a reason, which is kept in the activity log.
6. Add any Special Requests / Notes (optional).
7. Select Create Reservation.

The success screen then shows the guest, rooms, dates, nights, total, and confirmation code. You can select View Reservation, Create Another, or Back to Calendar.

A rate plan can be priced in a currency other than the property's base currency. When you pick such a plan, prices show in the plan's currency with the base-currency amount beside them, and the deposit is taken in that currency. Exchange rates come from the currencies set up for your property.

Open the reservation to manage it. The page has these tabs:

• Stays: each reserved room, its status, and its actions.
• Documents: the reservation's invoice and confirmation, to view or print (shown when invoices or confirmations are turned on).
• Guests: the people staying on the reservation.
• Bookings: spa and activity bookings for the stay (shown when the property uses Outlets).
• Notes: internal notes for staff.
• Portal: the guest portal for this reservation (shown to roles that can modify reservations).
• Activity: a timestamped audit trail (shown to roles with View Audit Log).

The charges, payments, and balance live on the folio. See Folios.

Reservations from OTAs such as Booking.com and Airbnb arrive through the channel manager and appear alongside your own bookings, with the channel as their booking source. You do not enter them again. Review them for special requests and missing guest details, but make rate and date changes on the channel side so the channel manager can sync them back. See Veridien Channels Setup and Managing Availability.

Setting the source last. The source decides which rate plans and payment terms apply. Choose it in step 1, before you pick rooms.

Creating duplicate guests. Search your guest list before you add a new profile.

Skipping the deposit. Check the deposit in the summary so the balance due is right from the start.