Find and edit reservations

The reservations module offers you an overview of all reservations, whether confirmed, cancelled, or on hold. Use the tabs and available filters to find the reservations you are looking for. Click the name on the reservation to view all information of that specific reservation.

Looking up reservations

Go to the reservations index, the reservations module.

  • Use the tabs to see reservations with a certain status (confirmed, imported, cancelled, etc.)

  • Use the search bar to search within the current tab (search by booker name, booking number, or the booked type)

  • If you want to create a shortlist of reservations with matching characteristics, use the available filters.

Finding a reservation by phone number

Phone numbers are part of a booker contact, not the reservation itself. So, to find the associated reservation, you first have to find the correct contact.

  • Go to Contacts, and enter the (partial) phone number into the search bar.

  • In the search results, click the name of the correct booker.

  • This will open the contact page, which also contains links to any reservations this person has made.

Editing reservation data

After opening a reservation, a lot of data can be edited if needed. For overview, all data within a reservation is organized into blocks.

Details

At the top left, you’ll find the details of the reservation. The booking number, channel, booking and confirmation date, etc. The fields with a pencil behind them can be edited. In this block, you’ll also find the button to cancel the entire reservation.
More information

Booker (main contact)

This block contains the personal data of the main booker, i.e. the contact. Here too, you can click the pencil icon to edit.
More information

Payment status

This block is all about payments and invoices related to this reservation.

  • The bar at the top provides an indication of the payment status. Hover over it with your mouse for a quick overview.

  • For more details, click the 'Show more' buttons behind the Total and Balance lines. Use the buttons to log a payment, perform a refund, redeem a voucher, or edit a payment schedule.

  • Underneath, the most recent invoice is listed. The button with the three dots lists several possible actions related to this invoice. Click the invoice number to access the invoice directly, or click 'Show history' to view older invoices.

Reservations

In the 'Reservations' heading you can add another reservation to this one, which makes it a group booking. The other available action here is to resend the reservation confirmation.

Reservation (main reservation information)

The core of the reservation page. The title bar contains a quick link to the Planboard, any app integration information, and other available actions and resources in the ellipsis menu.
More information

  • You can directly perform the check-in or check-out here, using the buttons in in the light yellow bar.

  • The little icons of a car, person, and checkmark indicate the status of license plates, guest information, and todos. Click the icons to add or edit this information.

  • All information showing a pencil icon to the right of it can be edited.

Order (the cost items that apply to this reservation)

The order shows all items that end up on the final invoice. This includes the regular order list, as well as any security deposits that apply.

  • Use the buttons at the top to recalculate the order, edit the package (if a package is applied), or add any bundles or separate extras.

  • The pencil and trashcan icons can be used to edit the price of or delete a cost item.

  • After making changes to the order, you’ll get a notification at the top of the reservation page with three options for handling this updated order.
    Read more: New invoice or write-off for updated order

Related todos, auto emails and reception messages

All the way at the bottom of the reservation page you’ll find an overview of the scheduled todos, in a tab. The other two tabs will show you any auto emails that have been sent or are scheduled to be sent, and any reception messages sent.

  • Open todos can be marked as completed, or a new todo can be quickly created for this reservation.

  • Auto emails for this reservation can be sent again, or sent early.