VIEW AND MODIFY RESERVATIONS

After a succesful retrieval or completion of a reservation administrator can chose and modify several fields.

To the view where you can modify a reservation, you can get from multiple locations*.

Modify reservation source
Where? Click on "Modify" next to Reservation source

When receiving a reservation from the Online Booking Panel on your web page it automatically gets a "Client" reservation source attribute - this source is not editable.

When you enter a reservatoion in the Administrative Panel this attribute is by default set to "Admin. But whenever you enter a reservation made via a reseller that you want to follow - you can identify it's name or group (Hotel offer > Resellers list) and mark each reservation with the correct source here in this drop-down menu after clicking on 'Modify'.

Modify room number
Where? Click on "Modify room number"

During booking time a room number is assigned automatically to the reservation. At any time administrator can assign any other free room number.

To do it click on the 'Modify room number' buton. You will be redirected to the room change screen where you can select a new number from all avaliable ones within the same room group. Click on submit to complete the process. You will see new room number appearing in the info table.

If you want to change to another room group - of a higher standar for example - you need to use the 'Modify reservation' option - see below.

Modify reservation
Where?  Click on "Modify reservation"

Note: this will erase all the rooms which were booked in the reservation that is being modified! The number of the reservation and the personal details of the traveller will be kept.

This button will redirect you to the search page, to complete the reservation details again. Upon clicking on the 'Search' button choose your preferred rooms. By clicking 'Submit' you will come back to the reservation screen and new rooms and dates will replace the old ones.

Note: All the payments done till now by traveller will be deducted from the new price. In case this paid amount is bigger then the current price, you will be notified with OVERPAID remark in the payment section on the same screen.

Modify personal details
Where?  Click on "Modify personal details"

Use this option when you want to modify guest's profile i.e change name, contact data.

Add free entry
Where?  Click on "Add entry"

If you need to add a non-standard item to the list of items for which customer will pay or if you want to add a special one-off discount - use 'Add entry' button and enter a positive or negative value in the system currency. Add a descripion of the entry to identify the cost or discount.

Pay with a voucher
Where?  Click on "Voucher"

Upon clicking that button you will be asked for the voucher number. If it is still valid the total price of the reservation will be decreased by the value of the voucher and it will be displayed in the reservation payment details.

Update payment
Where?  Click on "Update payment"

You can request your visitor for a specific amount which can be paid online (activation of this function on request), this is usefull when you need to request payment in a specific moment or when a visitor can not for some reason pay by other means - they can use internet terminal to pay by third party payment company.

It is also possible to modify manually the amount paid by the customer - to keep track of the payments. The following fields are present in the payment modification window:

• Amount - numerical textbox - by default it is set to the remaining unpaid value. You can modify it by putting another value of your choice. Note that the value cannot exceed the remaing payment.
• Currency - dropdown list - choose the currency in which you want to make a payment. Note that while changing the currency, all the values are automatically converted to the new one.
• Request online payment - checkbox - activation of this filed on request - if selected, after clicking 'Submit' a new paypal request will be created and the url with the payment query will be sent to the customer. A predefined mail notification will be used for this event - using a custom tag for the payment url. As soon as the client completes the payment, the paid amount in the reservation is automatically updated and the administrator is notified with an email.
• If this field is left unchecked then the value is treated as immediate manual payment therefore it will be deducted from the amount left to pay.

Manage additional services
Where?  Click on "Manage service"

Note: None of the changes is permanent until you click on 'Confirm' button.

This section allows you to add or delete an additional service. In the summary table on the top of the screen all rooms are listed with their associated special services. You can delete unwanted ones by clicking 'x' mark next to it.

You can also add new services to the reservation. Just choose the room and a selected service, enter the number of items (if the service is priced for whole stay only '1' is accepted). Click on 'Confirm' button to save all your changes and return to reservation panel.

Add comment
Where?  Click on "Update comment"

Comments can be added to the reservation to indicate client's additional expectations or to keep administrator's notes for other staff members.

Note: You can edit previous comment in the same editor window.

Write email
Where?  Click on "Compose emils" on the bottom bar

From here you can quickly write an email to the visitor holding this reservation After clicking 'Send' button it will be delivered to email address defined by the client during reservation.

Manage reservation status
Where?  Change status using buttons on the bottom bar

Note: Once changed - the status can not be changed back to a previous staus!

You will change status clicking once on the button with the next status name. Depending on the event, reservation can have one of the following statuses:

• Booked - reservation has been succesfully booked and is awaiting hotel's confirmation. All the rooms in the reservation are locked for the client. Booking notification can be sent to the customer (if set up in Associate emails).
  
• Confirmed - reservation has been confirmed by hotel staff or autoconfirmed mode is set in the booking configuration. Confirmation notification can sent to the customer (if set up), the rooms are locked.
  
• Checked-In - client has arrived to the hotel and is occupying the rooms.
  
• Checked-Out - client has left the hotel, all the payments should have been done untill this moment but it will be still possible to update payments when the customer checked-out already, the rooms get unlocked.
  
• Cancelled - reservation has been cancelled, the rooms are no longer locked, but the entry remains in the system. No money return is performed automatically by the system, it needs to be handled by the hotel staff by manually updating the payments with negative values.
  
• Prebooked -  special short-term status used when a client is finalizing a reservation on the internet but haven't yet completed all the steps (downpayment). Status is reviewed by a robotic system every hour and reservations with this status older than half an hour at the moment of that check are removed and the rooms are unlocked.

*Locations from which you can get to a reservation page to view or modify the details are:

Administration panel > Reservations > Retrieve reservation + 'Select' a reservation
Administration panel > Reservations > Occupancy map + Click on a chosen 'busy' date
Administration panel > Reservations > Confirm reservations + 'Select' a reservation
Administration panel > Reservations > Arrivals + 'Select' a reservation
Administration panel > Reservations > Services schedule + 'Select' a reservation

What's new in this section:

2010-05-07: Payment with vouchers
2010-05-03 Free price modification via 'Add entry'
2010-05-02 Modify reservation source