Bookings and the calendar

Putting a stay in another guest's name

Only an administrator. Any status, before or after check-out. The booking and its bills carry the new guest; the invoice number, the charges and the tax do not move.

The rule, in the hotel's own words: *"a guest who checked in leaves early and asks to make the bill in another guest's name — till the check-out, and even after. Give this right only to admin."*

When

Two or three people in the room, and the wrong one's name on the booking.
A guest leaves early and the bill is to be in a colleague's name.
A channel booking arrived as "Other" and the desk now knows who stayed.

It is for a different person. If it is the same person with the name misspelt, use Correct guest… beside it instead.

Who

Only an administrator. The button sits on the *Administrator* row at the foot of the booking card and is not shown to the front desk or to a manager. Every use is recorded on the booking's history against the administrator's login, with the time, the address of the machine and the reason typed.

Do this

Open the booking card — confirmed, in house, or already checked out.
On the Administrator row press Change guest….
Type the new guest's full name; then their phone number (it is how a guest who has stayed before is recognised, so they are not made twice); then the reason.
The booking, and every bill of the stay that was in the old name, now carry the new guest. Reprint the bill: **same invoice number, same charges, same tax** — only the name changes.

What does not change

Money. No charge, payment or total is touched. A bill addressed to a company keeps the company and names the new guest under it.
The room, the dates, the rate. This is a name change and nothing else.
The old guest's record. Their earlier stays are still theirs.
A bill in a third person's name (a split for a companion) is left alone.
A filed C-form stays as filed; file one for the new guest if they are a foreign national.
A registered e-invoice cannot be changed from here — cancel the IRN within 24 hours or raise a credit note. The system refuses and says which.

More in Bookings and the calendar

Reading the calendarRooms down the side, dates across the top, and four things worth knowing about the colours. Blocking a room from the chartRight-click a room, say why, from which night to which, and who is blocking it. The channel is told; the chart draws it; a booking into it is refused. Making a bookingNew booking, or click an empty square on the chart. What each field is for. Bookings that have no room yetEvery live booking with no room number, from any source, is drawn on the chart and listed beside it — and dragged onto a room. Where the price comes fromThe rate plan sets the price. Who may change it is a separate question with a deliberate answer. Changing the rate on a bookingAnybody at the desk may name the rate until the guest checks out; after that only an administrator, and it is a tax note. An OTA rate is never changed here. Changing a bookingDates, room, guest and rate can all be amended. Some changes are refused, and some can be overridden. Cancelling, and no-showsBoth need a reason from the list, and both leave the record standing. Holding a room, and the guest pay linkA time-boxed hold with a link the guest can pay on. It releases itself if they do not. Booking the same stay againBook again copies a stay for a returning guest, and tells you what the price would be now. Group bookingsMany rooms under one name, created together and cancellable together. Moving a guest to another roomDrag the bar on the chart, or use Move room. It asks for a reason and refuses for good ones. UpgradesMove a guest up a grade, priced or complimentary, with the reason recorded. Messaging a guestTemplates render the message; a person sends it. Nothing goes out on its own.