Introduction Manual First Steps Reservation overview Invoice overview Settings Users Room Categories Rooms Prices Subsidiaries Reservation Origin Reservation Status Templates Online Booking

Reservation Overview

The menu item Reservation Overview takes you to the heart of the pension management software. Here the reservation book with all reservations or bookings is displayed.

Overview

All existing reservations are listed in the overview.

On the left side of the table you can see the rooms. The top row of the table shows the weekdays. Weekends are highlighted in grey here.

You can filter according to location and time period. In addition, there is the possibility to display different table lines (like name of month, calendar week) and holidays for many countries.

Furthermore, the calendar icon in the upper right corner can be used to switch to the yearly view.

Add

Reservations can be added in two ways.

Using the Add Reservation button
or even faster, by marking the time period in the table (yellow highlighted area in the picture below.) For this, keep the left mouse button pressed from the first field, drag it to the target day and release the button.

Then the process of adding starts:

In the first step you have the possibility to add another room to the reservation or set the status of the reservation (see Reservation Status by clicking on Edit ) and define the number of persons in the room.

The number of persons must be entered correctly, as the items for the invoice are automatically pre-filled on the basis of this information.
The selection of the number is based on the settings of the room .

With a click on Next you get to the next step, to add the guest:

Here you can search for existing guests or create a new guest.

If a guest has been selected or created, the reservation overview is displayed.

Using the menu item Guests in this room you can add more guests. If the person who made the reservation is not the guest, this can also be adjusted via this menu item.

If you click on Edit

the master data of the guest will be edited. If you want to select another guest, you must delete the existing guest from the list and choose the new guest with the + symbol.

In the tab Booking options you can select which other items (eg breakfast) should be assigned to the reservation. This selection is also taken into account when creating the invoice.
Furthermore, the single and the total price are already displayed directly in this view. (Based on the set price categories .)

Conversations are only possible after saving.

All settings can be edited afterwards.

Click on Save to finish.

Details

If you click on a reservation in the overview, you will get a detailed view.

Using the Invoices field at the bottom left, an invoice can be created directly for this reservation or existing invoices can be exported as PDF.

Conversations

In this tab, e-mails and documents can be sent to the guest based on templates .

Click on + to add a new conversation. In the first step you can add more reservations.

Reservations are used to fill the placeholders of templates. For example, if you want to send a reservation confirmation for several rooms, all bookings contained in the confirmation must be added here.

By clicking on Next, all available templates are displayed:

The example "Reservation confirmation PDF" shows that the placeholders are now filled with the contents of the selected reservation(s):

If you select the template (e-mail) "Reservation Confirmation" in the template selection, you can adjust the text of the e-mail and attachments:

By clicking on + you can select which file should be added as an attachment. You can select documents already added to the reservation or new ones (from template).

By clicking on the icon Download you can view the saved documents again before sending them.

Note:
To send e-mails from the application, an external mail provider must be used. This can be your own mail server, for example, which is used for sending business mails. The mail server must be configured in the application. See also Configuration or Configuration with Docker .

Synchronized reservations

Synchronized reservations appear when you use calendar imports for your rooms. This keeps bookings from external sources in view automatically. You can adjust the synchronization in the settings of each room.

In the reservation overview you will see an additional button when there are conflicts or open reviews. For new imports, the name of the import source is also shown directly in the overview.

Clicking "Check imports" opens the overview of all conflicts and open reviews:

In this list you can take over a conflict after you have resolved it manually (for example by adjusting the arrival or departure date of the existing reservation). Alternatively, you can ignore a conflict permanently; it is then removed from the list and will not appear again.

Newly imported reservations are created without a guest assignment. Please review these entries and add the guest assignment.

Edit

All values can be edited in the detail view. To do this, click on the symbol Edit .

Delete

If you click on the symbol Delete under Actions in the overview, the selected element can be deleted.

A reservation can only be deleted if no invoice has been assigned to it.