Individual Reservation - Every Field Explained (Desktop) 🎥

Individual Reservation - Every Field Explained (Desktop) 🎥

🎥 Watch Video
There are multiple ways to create a reservation: BookRes, Availability Screen, Room Chart, Wait List or the Add Res Screen).
Regardless of the method used to begin a booking, a reservation will always ending displaying in the Add Res screen.
Some of the fields may be required to populate depending on your parameters setup.

Stay Details

Last Name/First Name: Enter the Last Name before typing in the First Name box so the Guest History Profile populates matches correctly. 
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.
# of Rooms: Enter the number of rooms the guest will reserve.
Room Type: Select the room type from the dropdown menu.
Room #: Select the room number from the dropdown, or click to view the Room Chart.
DNM: Check the box to alert other hotel personnel not to move the guest’s room.
Rate Type: Select Daily, Weekly, or Monthly from the dropdown.
Click Details to open the Rate Details.

Rate Information

Room Rate (Day): Rate applicable for any weekday of the stay.
Room Rate (Weekend): Rate applicable for any weekend days of the stay.
Discount Code (Day): Select a discount code from the dropdown to apply to the weekday rate.
Discount Code (Weekend): Select a discount code from the dropdown to apply to the weekend rate.
Actual Rate (Day): The weekday rate after you apply a discount.
Actual Rate (Weekend): The weekend rate after you apply a discount.
Override Rate: Displays the override rate set in the Rate Details window. If there is a different override depending on the days, only the first-day override will show.
Click Multiple to open the Add Multiple Package window. Select the date and the package from the dropdowns. Click Add New to add the package(s) you select.
Extras: Select any extras a guest requests from the dropdown.
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.
Totals: The total sum of charges and discounts.
Deposits: The total amount of advanced deposits already made.
Activities: The total charge for activities.
Estimated Balance: The total charge minus the amount of deposits already paid.

Once checked in, the Summary of Charges (Totals, Deposits, Activities, Est. Balance) will display the live balance of the guest folio. However, after checkout, the Summary of Charges will revert to the pre-check-in estimated balance without any charges or payments that were added to the folio during the stay.

Payment and Guest Information

Status: Displays the status of the group reservation: New, Hold, Guaranteed, Out, or Cancel.
Method of Payment: Select the Payment Method from the dropdown.
Address 1/Address 2/City/State/ZIP/Country: Enter the guest's address. When you enter the Zip the city and state will auto populate.
Phone 1/Phone 2: Enter the guest's contact numbers. The first box is the country code, the second the area code, with the third box being for the last seven digits of the number. 
Email: Enter the guest's Email Address to send a confirmation via email.
Opt-In Text: To opt the client in Guest Texting.

Rate Details

Date: The rate information for that day of the reservation (if a guest book for multiple days, there will be multiple rows of information in this window).
Tier: Rate tiering. Click here to see the Rate Tiering guide for managers.
Rate: The daily, weekly, or monthly rate.
Discount: The amount you discounted from applying a discount code.
Actual: The rate after you apply a discount.
OverRide: Editable field to enter override rates.
Add-Pkg: The price of the package(s) a guest requested.
SubTotal: Total before tax, incidental charges, fixed fees, and extras.
Tax: The amount of tax for each night that will be charged based off of the rate of the room.
Incidental: Incidental charges incurred on the room. For example, damage charges.
Fixed Fee: Any fixed-fee charge set up.
Extra: Any extra charges added to the reservation.
Total: The total charge for a day, week, or month, that includes all discounts or supplemental charges to the rate.
Global Override: Enter the override rates for every weekday or weekend day on the reservation. Select Apply to save rate changes when Using Global Override.

Marketing Info

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.
Market Segment: Select a group’s relative marketing segment from the dropdown.
Company: Select a group’s company from the dropdown menu. Click the search icon to look up a company name.
Referral Method: Select a referral method from the dropdown.
Reason for Stay: Select the reason a group will stay from the dropdown.
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.


Comments: Comments in this section will only be visible on this reservation.
Internal Comments: Enter any comments or internal use information for hotel personnel to read after searching for the reservation.
HSK Instruction: Enter any comments that will display on the Housekeeping Room Assignment Report. 

Guarantee & Confirmation

Res Made By: Enter the name of the person who made the reservation if it was someone other than the guest
Telephone: Enter the phone number of the person who made the reservation for a guest.
Loyalty Club ID/BWR: Search for an existing guest using their loyalty or BWR number.
Central Conf #: If a guest makes a reservation through central reservations, the confirmation number will appear here.
3rd Party Conf #: Open field to enter a number for a third-party confirmation.
Group Name: If the reservation is part of a group, the name of the group will display here.

Language: The language selected will be to print the confirmation letter in the correct language. This translated letter will have to be created in Management > Property Settings > Letters.
Custom Letter: Select a custom letter from the dropdown menu if you wish to use a specific confirmation letter for this guest.
Confirmation Delivery: Select the method of delivery from the dropdown. If you select mail/fax, the confirmation will be printed.
Guest Profile: Select the guest profile from the dropdown, if applicable.
Rate Private: Select Yes or No from the dropdown to make the rate display or keep it private on the registration card.
Guarantee Type: This field is a mirror of the guarantee type in the Group reservation if this reservation is part of one.

    • Related Articles

    • Make a Walk-In Reservation through Availability (Desktop) 🎥

      ? Watch Video Path: Front Office > Reservations > Availability 1. Select the room type and dates required. 2. Select the box showing the rate and date that are to be reserved OR click and drag across each night that is to be included. 3. Populate ...
    • Setup Reservations' Required Fields (Desktop)

      When you create a new reservation, some fields have a red border to mark them as required to save it. To choose which field are required, follow the instructions. Path: Management > Setup > Property > Parameters > Section "Required Field" (bottom ...
    • Check In an Individual Reservation with Cash (Desktop) 🎥

      ? Watch Video Path: Front Office > Reservations > Search and Open the Reservation Before starting the check-in, make sure a room number is assigned and the room is clean. 1. Choose Check-In from the options on the left. 2. Any prepaid deposit will ...
    • Cancel an Individual Reservation with an Advance Deposit (Desktop) 🎥

      ? Watch Video Path: Front Office > Reservations > Search and Open the Reservation 1. Click on Cancel Res on the left side of the reservation. 2. Click Yes to confirm the cancellation. 3. By default, the whole amount will be entered as to be ...
    • Duplicate an Individual Reservation (Desktop) 🎥

      ? Watch Video Duplicating a reservation can only be done with pending arrivals for current or future dates. A reservation that is inhouse, checked out, or cancelled can not be duplicated. Path: Front Office > Search and Open the Reservation > ...