Steps
- Open Bookings. In the back office sidebar, click HMS, then Bookings, and click Add Bookings.
- Choose the customer and status. Pick the Customer and set the Status to Pending, Confirmed or Cancelled.
- Set the stay. Enter the Arrival date time and Departure date time. Changing dates later resets the rooms you've picked.
- Add rooms. Under Rooms and extras, choose the room type and room number, and enter the No of Adults and No of Childs. The price fills in from your rates.
- Add extras. Add extras such as breakfast or parking. Their price follows each extra's charging rule.
- Apply a discount or coupon. Enter a fixed or percentage discount, or type a coupon code and click Apply Coupon.
- Take a payment. Click Add payment to record a deposit or full payment. Total Paid and Due update.
- Save and print. Save the booking, then open it and click Booking PDF to print or send the confirmation.
Confirmation emails
If the new-booking email is turned on in HMS › Settings, the customer gets an email when the booking is created. Set the subject, body and copy addresses there.
Bookings are entered by your staff in the back office; there is no public online booking page for guests.
Good to know
Booking totals feed your profit and loss and gross profit. Check HMS › Calendar before confirming to avoid double-booking a room. Hotel (room booking) is an add-on module. The HMS item shows in the back office sidebar when your subscription includes it and your role has the hotel permissions.
Frequently asked questions
How do I take a deposit?
Save the booking, then use Add payment for the deposit amount. The booking shows Total Paid and Due, and you add the balance as another payment at check-out.
Can one booking have several rooms?
Yes. Add as many rooms as the group needs under Rooms and extras, each with its own room number and guests.
How do I send the guest a confirmation?
Turn on the new-booking email in HMS › Settings for automatic emails, or print the Booking PDF from the booking and send it yourself.