Make a Walk-In Reservation through Availability (Cloud | Video)

Make a Walk-In Reservation through Availability (Cloud | Video)


This article refers to the Cloud version. For the Desktop version, click HERE.
To explore more on this topic in Visual Matrix University, click HERE


Before creating a reservation it is important to check the Availability to verify what rooms are available for the dates in question. 
To check your availability navigate to Front Office > Reservations > Availability

Availability Overview

The Availability screen allows you to verify how many of each room type you have available to sell for any given day.
Twelve days are displayed at a time with the current audit date being the default date when you access availability. Dates can be modified using the As of Date along the top. 

The Availability screen can be broken down as: 
1 - Room Types are displayed with the total number of rooms belonging to that type in parenthesis. 
2 - Number of rooms for each room type that are available for the date selected. 
3 - Legend provides color coding indicators to alert you to any stay restrictions, events, or peak date rates in place. 

If the number of rooms section is red or a negative number, that indicates that the room type is sold out or overbooked.



Select the Room and Rate

- Locate the date and room type that you would like to book on the Availability screen. 
- Single click the box showing how many rooms are available for the room type and date OR click and drag across the dates that are to be reserved. 
- The Rate screen that loads allows you to modify your search and view rates based on your search parameters. This screen can be broken down into three sections. 
1. Search Parameters that can be adjusted based on From and To arrival dates, the number of Adults, Room Type, and Discount codes. 
2. Rack (Bar, Base) rate for the room type and date chosen without any discount applied. If the hotel has Tier level rates in place, it will indicate the tier level instead of Base and it's rate. 
3. Discount Codes that are available to select for the date and room type will display with a rate. A discount stating N/A indicates that the discount is Not Available. 
- Single Click the box showing the rate and date that are to be reserved OR click and drag across each night that is to be included. 



Complete the Reservation

Once you select the rate from the Rates Available screen, you will land on a partially filled in reservation page. 
Populate the top section of the reservation screen with the guest's details and any additional fields required. 
Note that the dates, rate, and room type is already populated onto the reservation, providing an estimated balance. 
Add the guest's method of payment on file
Once complete, select the green Save button in the top right. 

Refer to the following article for guidance explaining every field within the reservation screen






Tutorial Video





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