Make a booking

Q: Can I give the guest a particular room when booking?

Yes, on a line of one room: pick it under Room . A line of several rooms gets its rooms at check-in.

Q: The guest wants a lower price. Can I give it?

Tick Manual nightly rate and enter the price and a reason. Within the hotel's limit it saves at once; below it, a manager approves with their PIN.

Q: How do I add a room or change the dates later?

Open the booking and choose Change booking . Nights already booked keep their price unless you tick Re-price at current rates .

Q: The booking says "The room is blocked on these nights".

A room block ( out of order , or out of service ) covers the room you picked. Release the block or pick another room ( Work orders, room blocks and preventive maintenance ).

Q: Can the same guest be added twice?

Search first. This may be a returning guest offers the profile that matches the name, phone or email; use it rather than adding a duplicate ( Guest profiles, identity and the registers ).

Make a booking

Choose dates and rooms, let the rate calendar price every night, find or add the guest, and save. Deposits and routing follow.

Hospitality Reservations and rates

5 min read

Updated October 20, 2026

For Front desk Events and sales Manager

Book

Open New booking
Who
Front desk or reservations
Where
New booking on the hub, Reservations or the Room rack (N on the last two); Walk-in (W) for a guest at the desk
Dates and rooms
Where
Stay and Rooms
What changes
Arrival, Departure (or Nights), then a line per room type: Room type, Rooms, Adults, Children, Extra beds, Rate plan. Availability shows per night. A line of one room can take a Room now; otherwise the room is chosen at check-in.
Check the price
Where
Price
What changes
Every night is priced from the rate calendar of the rate plan (the room type's default rate where the calendar has none), with service charge and VAT.
Find or add the guest
Where
Guest
What changes
Search by name, phone or email first. This may be a returning guest offers a match; use it rather than adding a duplicate. A company can be added for company billing.
Details and save
Where
Booking details: source of business, market segment, arrival time, group, company, deposit due and notes (a Promo code goes under Stay)
What changes
The booking is saved and the rooms are held on the dates.

After saving: Take deposit if the policy asks for one (Take a payment or a deposit), and Billing routing if a company pays part (Folios, the guest's bill).

Worked example: pricing a three-night booking

A Deluxe room for three nights on a rate plan whose calendar rate is 5,000 a night. The hotel's service charge is 10% and VAT is 13% on the amount plus service charge (the values set up for this example).

Night	Rate	Service charge	VAT	Night total
Each of 3 nights	5,000	500	715	6,215
The stay	15,000	1,500	2,145	18,645

The Price section shows this before you save. If the hotel's policy asks for a deposit, take it with Take deposit once the booking is saved (Take a payment or a deposit).

A manual rate

To sell a room at another price, tick Manual nightly rate on the room line, then enter the Rate per room per night and a Reason. A manual rate outside the hotel's limit needs a manager's approval (in a new hotel the front desk may go up to 10% below the plan alone).

When you change a booking later, Re-price at current rates (under Pricing) decides the nights already booked. Left off, they keep the price agreed when they were booked, and only added nights take today's rates. Ticked, every night is priced again at today's rates, and a manual rate must be entered again.

Worked example: changing a booking after the rates went up

A booking has three nights at 5,000. The calendar rate has since risen to 5,500, and the guest adds a fourth night with Change booking.

Re-price at current rates	The nights	Net price of the stay
Left off	The first three keep 5,000; only the added night takes 5,500	3 x 5,000 + 5,500 = 20,500
Ticked	All four nights are priced again at 5,500	4 x 5,500 = 22,000

If a night had a Manual nightly rate, ticking Re-price at current rates drops it: enter the manual rate again, with its reason, and a manager approves it if it is outside the hotel's limit.

No room left

When a room type is full, the booking is refused for those nights. Choose other dates or another type. Beyond the room type's overbooking allowance, tick Overbook with a manager's approval: a manager approves with their PIN when you save. Or tick Put on the waitlist (holds no rooms).

Change or cancel

Change booking on the booking for dates, rooms, rates or guests; Cancel booking to cancel with the policy's penalty (Cancellations and no-shows).

Common questions

Can I give the guest a particular room when booking?

Yes, on a line of one room: pick it under Room. A line of several rooms gets its rooms at check-in.

The guest wants a lower price. Can I give it?

Tick Manual nightly rate and enter the price and a reason. Within the hotel's limit it saves at once; below it, a manager approves with their PIN.

The room type is full. Can I still take the booking?

Offer other dates or another room type first. Otherwise put the booking on the waitlist, or a manager approves overbooking.

Do I have to take a deposit?

Only when the hotel's policy asks for one. Take it any time before arrival with Take deposit on the booking: see Take a payment or a deposit.

How do I add a room or change the dates later?

Open the booking and choose Change booking. Nights already booked keep their price unless you tick Re-price at current rates.

The booking says "The room is blocked on these nights".

A room block (out of order, or out of service) covers the room you picked. Release the block or pick another room (Work orders, room blocks and preventive maintenance).

Where does a promo code go?

Under Stay.

Can the same guest be added twice?

Search first. This may be a returning guest offers the profile that matches the name, phone or email; use it rather than adding a duplicate (Guest profiles, identity and the registers).