This guide covers creating reservations in the Booking module from the staff side. Staff reservations are created using the Advanced Reservation form, which provides full control over pricing, deposits, unit selection, and accounting settings.
Note: The Add New button (without selecting Advanced Reservation) opens a simplified transient booking form. It is useful for a quick preview of the online booking experience but does not allow price overrides, rate plan selection, hidden price adjustments, deposit overrides, or full note-taking.
TIP: Always use Advanced Reservation for all staff-created bookings.
Creating a Reservation for an Existing Customer
Step 1 — Select a Product
Navigate to the Booking module from the left navigation pane.
Select Reservations from the top menu ribbon.
Click the drop-down arrow next to Add New and select Advanced Reservation.
Select the Product you want to create the reservation for.
Step 2 — Search Availability
Use the date picker to enter the From Date (arrival date).
Select the Start Time and End Time (required for hourly products; defaults from product setup for nightly/daily products).
If the Booking Type requires a People count, enter the number of guests.
Click Advanced Search to access additional options. Wait List places the reservation in waitlist status without requiring availability. No Rules overrides unit occupancy constraints.
Click Search to calculate pricing and display available units.
Step 3 — Review Pricing
The Base Rate is automatically calculated from the product setup. Override it by typing a different amount in the Price field.
If a deposit policy is assigned, Deposit Required will pre-populate. You can override this at any time.
If additional charges (price adjustments) are assigned, they appear in the Other Options selector. Select any applicable charges.
Click Advanced Pricing (Rate Plans, Cancellation Policies, etc.) to view and change: Cancellation Policy, Deposit Required, Tax Code, and Product Contracts.
Step 4 — Select a Unit
In the Price Details section (lower right), select the Unit from the drop-down. Only units assigned to the selected product and available for the requested dates appear (unless No Rules was selected).
Step 5 — Find the Customer
Click Existing Customer next to the Customer header.
Type the customer's name to search and select them. Their information will auto-populate.
Verify all customer information is correct. Select Edit to make changes if needed.
Click the Save button in the Customer section (this is not the reservation save button).
Step 6 — Add Notes
Special Requests — Visible to staff and may appear on the guest's confirmation.
Internal Notes — Visible to staff only. Never shown to the customer.
External Notes — Printed on the customer's invoices and visible to the customer.
Step 7 — Review Accounting Settings
The accounting settings (invoice generation, payment terms, auto pay) default from the product setup. Adjust here if this reservation requires different settings.
Step 8 — Confirm Price Details and Save
Review the Base Rate, Extras, Taxes, Total, and Deposit Due Now in the Price Details section.
Click Save to create the reservation.
Creating a Reservation for a New Customer
Follow Steps 1–4 above. At Step 5:
Click Create New Account.
Enter the customer's Display Name and Email (required fields).
If your property has "Phone number is required" enabled in Company Settings → Reservation Settings, a phone number is also required.
Click Save in the Customer section.
Then continue with Steps 6–8.
Important Notes
Note: Saving the reservation does not automatically collect payment. To collect a deposit or payment, open the saved reservation and process a payment from the Payments section.
Note: If you override the deposit amount at booking time, the override applies only to this reservation. The product's default deposit policy is not changed.
Note: If a reservation is created without a deposit policy on the product, the status will automatically be set to Confirmed (skipping Reserved).