Capturing accurate contact details ensures smooth communication with the guest and supports features like confirmations, reminders, and guest texting.
Add Res (Individual Reservation) – Every Field Explained (Cloud) 🎥
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
Comments
Comments fields allow you to record notes for internal use, housekeeping, or general reservation reference, helping different departments stay aligned on guest needs.
Marketing Info
Marketing fields classify reservations by segment, referral source, and reason for stay. This data powers reporting and helps track booking trends.
- Market Segment: Categorizes the guest (e.g., Corporate, Leisure, Group).
- Referral Method: Shows how the guest heard about or booked with the property (e.g., OTA, Direct, Travel Agent).
- Reason for Stay: Explains the purpose of the guest’s visit (e.g., Business, Vacation, Conference).
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.
- 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.
- Nights: Enter the number of nights. The number of nights will automatically populate the Departure field.
- 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.
- Adults: Enter the number of adults staying on the reservation.
- Children: Enter the number of children staying on the reservation.
- 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.
- Room Key Icon: This icon is enabled if you have an electronic key interface with VM.
- # of Rooms: Enter the number of rooms the guest will reserve.
- DNM: Check the box to alert other hotel personnel not to move the guest’s room.
- Room Type: Select the room type from the dropdown menu.
- # of Rooms: Enter the number of rooms the guest will reserve.
- Room: Select the room number from the dropdown, or click to view the Room Chart.
- 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.
- Status: Displays the status of the group reservation: New, Hold, Guaranteed, Out, or Cancel.
- Company: Select a group’s company from the dropdown menu. Click the search icon to look up a company name.
- 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.
- 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.
Rate Type: Select Daily, Weekly, or Monthly from the dropdown.
Click Details to open the Rate Details - see below.
Multiple Res: If the reservation is part of a multiple reservation, that will be displayed here.
WD: Week-Days | WE: Weekend (applicable if weekend days setup).
Rate Private: Select Yes or No from the dropdown to make the rate display or keep it private on the registration card.
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.
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.
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.
Totals: Shows the combined value of all charges, discounts, and extras included in the reservation.
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.
Payments and Deposits: Displays the total amount of deposits or payments already applied in advance of the guest’s stay.
Estimated Balance: Calculates the remaining balance by subtracting any deposits already paid from the total charges.
Activities: Shows the total amount for all activities linked to the reservation.
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.
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:
- Did I open the correct Add Res form and complete all required fields?
- Do I understand which fields affect only this reservation versus all linked reservations?
- Am I entering accurate Marketing, Tax, and Payment information?
Support May Ask You:
- Which field or section of the Add Res form are you unsure about?
- Are you seeing required fields highlighted in red?
- Do you need clarification on how a specific field impacts reporting or profiles?
- Can you provide a screenshot of the form showing the field in question?
Related Articles
Related Articles
Create a Reservation with Book Res (Cloud) 🎥
? Watch Video Book Res in VM Cloud speeds up reservations with a two-step flow: first select room type, dates, and rate on the Book Res screen; then complete guest details on the reservation form. Availability and pricing update as you change ...Comments Fields in an Individual Reservation (Cloud)
VM Cloud provides three separate comment fields—Comments, HSK (Housekeeping) Instruction, and Internal Comments—each serving a unique purpose in your guest management workflow. Every field accepts up to 300 characters, so you can add concise but ...Tax Code Field in the Reservation Screen (Mexico) (Cloud)
This field appears only when Mexico localization is enabled in your Property Settings. For Mexico-based properties, reservations often require a guest or company tax identifier to print correctly on fiscal documents. The Tax Code field in Add Res ...Scan Guest ID During Reservation Creation (Cloud) 🎥
? Watch Video In VM Cloud, you can create reservations from two different areas: Add Res (Add Reservation form) and BookRes (Booking screen). The ID scan process works the same in both, with only minor differences in where the Scan ID button ...Duplicate a Reservation (Cloud) 🎥
? Watch Video The Duplicate Reservation feature in VM Cloud allows you to quickly recreate an existing reservation with the same guest details, stay information, and settings. All reservation data is carried over, except the payment method if it is ...