**Reservation Form Fields Explained (Cloud) 🎥

**Reservation Form Fields Explained (Cloud) 🎥

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The Add Res form is the most complete way to create and manage an individual reservation in VM Cloud. While BookRes is designed for speed, capturing only the essential information (guest name, rate, room type, etc.) to create a reservation quickly, Add Res provides access to all available options that can be attached to a reservation—such as add-ons, activities, comments, and detailed marketing fields. No matter how a reservation is created—whether through BookRes, the Availability screen, or the Room Chart—it ultimately links back to the Add Res screen for full details and management. This article explains every field available in Add Res so you can make the most of its features.
Path: Front Office > Reservations > Add Res

Instructions

Contact Information
Capturing accurate contact details ensures smooth communication with the guest and supports features like confirmations, reminders, and guest texting.

Guest Identification and Loyalty
  1. The Guest ID No represents the Visual Matrix Incentive Number linked to the guest’s Sales & Marketing profile. When entered or selected, it can automatically populate the guest’s stored profile information, saving time during reservation entry.
  2. If your property participates in a supported loyalty program (such as BWR, Sonesta, or others), the Loyalty Member/Tier field will display the guest’s membership details when available. This helps ensure proper recognition and benefits are applied.

Primary Contact Details
  1. The Last Name and First Name fields are required for creating and identifying the reservation. Any fields highlighted in red are configured as mandatory in your property settings and must be completed before proceeding.
  2. Additional contact details, such as Phone and Email, should be entered whenever possible. These are used for guest communication, including confirmations and operational messaging.
  3. Address fields (Address, City, State, ZIP, Country) should be completed based on the guest’s location. For international guests outside the U.S., Canada, or Mexico, the State field can typically be left blank.

Guest Profile, Language, and Messaging
  1. The Guest Profile field allows you to assign predefined classifications such as VIP or Do Not Rent, depending on your property’s setup.
  2. Selecting a Language ensures that guest-facing documents—such as registration cards, folios, and confirmation letters—are generated in the preferred language when available. If a translation is not configured, documents will default to blank.
  3. If your property uses Visual Matrix texting, enabling the Text Message option allows communication with the guest via SMS for updates and notifications.

Confirmation and Custom Communication Settings
  1. The Confirmation Delivery field determines how reservation documents are sent to the guest, such as by email, printed copy, fax, or walk-in handling. This setting controls how future communications are delivered.
  2. The Custom Letter option allows you to override the default confirmation template with a specific letter. If selected, this custom document will be used instead of the standard confirmation. If the reservation is later canceled, the custom letter should be removed to ensure the correct cancellation letter is sent.

Comments
Comments fields allow you to record notes for internal use, housekeeping, or general reservation reference, helping different departments stay aligned on guest needs.
  1. Reservation Comments: The Comments field is used for general notes that are visible only within the reservation. These notes are typically used by front desk staff to track guest requests, preferences, or situational details during the stay.
  2. Housekeeping Instructions: The HSK Instruction field is specifically intended for housekeeping-related notes. Information entered here will appear on the Housekeeping Room Assignment report, helping room attendants prepare for guest needs such as special cleaning requests or room setup instructions.
  3. Internal Comments: The Internal Comments field is tied to the guest’s profile in Sales & Marketing. These comments are automatically pulled into the reservation and cannot be edited from within the reservation screen. To update this information, changes must be made directly in the Guest Profile.

Marketing Info
Marketing fields classify reservations by segment, referral source, and reason for stay. This data powers reporting and helps track booking trends.



  1. Market Segment: Categorizes the guest (e.g., Corporate, Leisure, Group).
  2. Referral Method: Shows how the guest heard about or booked with the property (e.g., OTA, Direct, Travel Agent).
  3. Reason for Stay: Explains the purpose of the guest’s visit (e.g., Business, Vacation, Conference).
Info
These options can be customized and preset in the Sales & Marketing setup screen.
Stay Details
Stay details define the core of the reservation—arrival, departure, room type, occupancy, and status—ensuring the booking reflects exactly what the guest has reserved.
  1. Arrival Date: Enter the date of arrival. Type the date into the text field, or select the date from the calendar by clicking into the text field.
  2. Nights: Enter the number of nights. The number of nights will automatically populate the Departure field.
  3. Departure: Enter the date a group will leave. Type the date into the text field, or select the date from the calendar by clicking into the text field.
  4. Adults: Enter the number of adults staying on the reservation.
  5. Children: Enter the number of children staying on the reservation.
  6. Special Request: Enter a special request for a guest. E.g., a request for a specific floor or a request for a feather-free pillow.

  1. Room Key Icon: This icon is enabled if you have an electronic key interface with VM.
  2. DNM: Check the box to alert other hotel personnel not to move the guest’s room.

  1. Room Type: Select the room type from the dropdown menu.
  2. # of Rooms: Enter the number of rooms the guest will reserve.
  3. Room: Select the room number from the dropdown, or click to view the Room Chart.
  4. Res Made By/Reservation Made By Phone #: Enter the name and number of the person who made the reservation if it was someone other than the guest.


  1. Status: Displays the status of the group reservation: New, Hold, Guaranteed, Out, or Cancel.
  2. Company: Select a group’s company from the dropdown menu. Click the search icon to look up a company name.
  3. I.A.T.A. #: Select an IATA number for the dropdown. To look up an agency name, select Lookup IATA# from the dropdown. You can choose to add a travel agency.
  4. Group Name: If the reservation is part of a group, the group's name will display here.

Rate Information
This section determines how charges are applied, whether using daily, weekly, or monthly rates, and includes options for extras, tax status, or private rate handling.



  1. Rate Type: Select Daily, Weekly, or Monthly from the dropdown.
  2. Click Details to open the Rate Details - see below.
  3. Multiple Res: If the reservation is part of a multiple reservation, that will be displayed here.

Notes
WD: Week-Days | WE: Weekend (applicable if weekend days setup).


  1. Rate Private: Select Yes or No from the dropdown to make the rate display or keep it private on the registration card.
  2. Tax Status: Whether or not a guest is exempt from state or city tax. Click Exempt to make a guest's room exempt from taxes.
  3. Extras: Select any extras a guest requests from the dropdown.
Rate Details

The Rate Details window breaks down rate calculations and provides tools for overrides, giving you full visibility and control over how pricing is applied.

Base Rate and Adjustments
  1. The Tier and Rate columns display the current pricing level and the standard (rack) rate for the selected room type.
  2. The Upgrade Charge and Discount fields show any adjustments applied to the base rate. These values will increase or decrease the nightly rate accordingly.
  3. The Actual column reflects the updated rate after any upgrades or discounts have been applied.
Manual Override and Packages
  1. The Override field allows you to manually set a different nightly rate. This value replaces the calculated rate and should be used when special pricing is required.
  2. The Add Pkg column displays any packages attached to the reservation that may affect the rate.
  3. The Subtotal represents the adjusted room rate after overrides and packages have been applied, before additional charges.
Additional Charges and Total
  1. Additional costs such as Tax, Incidental, Fixed Fee, and Add-On are displayed to show all components contributing to the final price.
  2. The Total column reflects the final nightly amount, including all charges.

Global Override (Bulk Rate Update)
  1. The Global Override section allows you to update rates for multiple nights at once.
  2. Enter values in the Weekday and/or Weekend fields to apply new rates across the stay. Once entered, click Apply to confirm and update the nightly rates.
  3. The Charges, Tax, and Total fields in this section provide a summary of the updated amounts for the full stay.

Add-Ons
Add-ons enhance a reservation with additional services or packages, making it easy to sell extras and improve the guest experience.
Click Multiple to add a Package to the reservation. Learn more...

Summary of Charges
This snapshot shows totals, payments, deposits, and activities, giving you and the guest a quick financial overview of the reservation.



  1. Totals: Shows the combined value of all charges, discounts, and extras included in the reservation.
  2. Next Payment Date: Used for long-term guests who make regular payments instead of maintaining an ongoing credit card authorization. Enter the date of the next expected payment to keep track of future installments through the Next Payment Due report. This field becomes active after check-in.
  3. Payments and Deposits: Displays the total amount of deposits or payments already applied in advance of the guest’s stay.
  4. Estimated Balance: Calculates the remaining balance by subtracting any deposits already paid from the total charges.
  5. Activities: Shows the total amount for all activities linked to the reservation.
Info
Once a guest has checked in, the Summary of Charges will display the live balance of the guest's folio. However, after checkout, it reverts to the pre-check-in estimated balance, meaning any charges or payments posted during the stay will not appear in this section.
Payment Info
Payment information defines how the reservation will be paid, ensuring deposits and balances are applied correctly.
Select the Payment Method from the dropdown.



Guarantee & Confirmation
Guarantee and confirmation settings define how the reservation is secured and how guests receive confirmations, including OTA reference numbers where applicable.

Info
The 3rd Party Confirmation Number appears on the confirmation letter and is included in the subject line of the automatic arrival reminder email.

Still need help with this topic?

Ask Yourself:
  1. Did I open the correct Add Res form and complete all required fields?
  2. Do I understand which fields affect only this reservation versus all linked reservations?
  3. Am I entering accurate Marketing, Tax, and Payment information?
Support May Ask You:
  1. Which field or section of the Add Res form are you unsure about?
  2. Are you seeing required fields highlighted in red?
  3. Do you need clarification on how a specific field impacts reporting or profiles?
  4. Can you provide a screenshot of the form showing the field in question?
  1. Set Marketing Fields for an Individual Reservation (Cloud)
  2. Set Marketing Fields for Third-Party Reservations (Cloud)
  3. Use Comments Fields in Reservation (Cloud)
  4. FAQ - Front Office / Reservations

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