How to Make a Reservation using Book Res (Cloud)

How to Make a Reservation using Book Res (Cloud)


This article refers to the Cloud version. For the Desktop version, click HERE.


Book RES is a feature that can help you make a reservation quickly.
It provides faster access to check availability, rates, and book your reservation step by step with all the necessary information.

Go to Book RES

You will find the feature in Front Office > Reservation > Book RES



Book Res Screen

Here you will define the date of arrival, the number of people, the company (if any), and the rate type.
Start the reservation by choosing the following:
Room Type: Select All Rooms or narrow search to one room type specifically. Selecting a specific type will offer the best search results if your property has quite a few room types. 
Arrival: Current audit date is selected by default.
Nights: 7 by default. You can change it between 1 and 7. This is to only show rates and availability. This is not how many nights you're selecting to book the reservation for. If a room type was selected the number of Nights will already be selected for you in blue based on the number you choose here.
Adults: 2 by default. It can be from 1 to 6
Children: 0 by default. It can be from 0 to 5
Company: Choose a company profile. If there are any rates or discounts set up with that account, it will display and apply.
Rate Plan: Select a specific rate/discount code



Once you have modified the parameters above the availability window will update to show the available rooms and rates.

1- Room type and number of rooms of that type. This is NOT the number of available rooms, but instead the maximum number of rooms of that room type allocated within the hotel.
2- Daily information: Day by day, it will show you the number of available rooms and the rate for that day. N/A will show if the room is not available or if the rate chosen above is not available.
3- ADR: Will show the average nightly rate the guest will pay during his stay.



This availability screen will also show any specific status on any of the days:
- Soft Close: This night has to be included in a multi-night stay
- Minimum Night Stay: Any reservation starting on this day has a minimum night required
- Close to Arrival: No arrival on this date is possible
- Sold Out: The room is sold out for that day
- Peak Date: A peak date has been enabled for this day
- Event: There is an event scheduled on this day. See the Event calendar



Create the Reservation

If Room Type was left at All Room Types then click the dates for each night that you want to create the reservation for. 
Instead of clicking and dragging (which was hard on touchscreen interfaces) just tap each night that will be included in the guest's stay.
If a Room Type was selected in the drop-down, the number of Nights will already be selected for you in blue so you will not need to manually select the nights you wish to book a reservation for.

In our example, the guest will be a 3-night stay so we clicked on 3 of the available date/rate boxes. 
Shown we have a screenshot displaying All Room Types and another showing just one room type to narrow our results.

Once you click Continue, it will open the next screen to enter the guest's information.





At the top of this window, there will be a recap of the reservation's dates, room type, rate plan, and an estimated balance of the whole stay.
You can either enter the Last and First names or use the ID scanner.
It is required to enter the 3 marketing segments, the Payment Method and you can even assign the reservation a room number. 
From there, you can also opt-in the guest into Texting Messages.




Complete the Reservation

Walk-In box not checked

Once you click on Confirm, it will save the reservation and open the main reservation window.
You will be able to add comments and extras.

Walk-In box checked

You must assign a room number to continue if you check Walk-In.
If you select the check-box for Walk-In the system will automatically begin the check-in process once you click Confirm

    • Related Articles

    • Individual Reservation - Every Field Explained (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 There are many ways to create a reservation in Visual Matrix (BookRes, from the Availability Screen, ...
    • Duplicate an Individual Reservation (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 If a guest requires an additional room for their stay and already has a reservation within the system ...
    • Front Office Reservation (Res) Management (Cloud | Video)

      Front Office > Supervisor > Res Mgmt This section lets you view details about incoming arrivals and pre-block rooms. 1- Enter the Arrival Date or select the date from the calendar. 2- Select a Room Type from the dropdown to filter by room type. 3- ...
    • Front Office Reservation (Res) by Operator Report (Cloud | Video)

      This article refers to the Cloud version. For the Desktop version, click HERE. The Res by Operator report allows you to see who has booked, modified, or canceled for your hotel as well as who's booked packages. This report can be located in Front ...
    • Rebuild the Reservation (Res) Matrix (Cloud)

      This article refers to the Cloud version. For the Desktop version, click HERE. What is Res Matrix? Res Matrix is essentially the collection of all the rooms and their statuses for the hotel which is what contributes to your Availability screen. What ...