Bookings and the calendar

Changing a booking

Dates, room, guest and rate can all be amended. Some changes are refused, and some can be overridden.

Open the booking and choose Edit booking. Dates, room type, room, guest details, source and rate all change here, and Save changes applies them together.

Do this

Dates — arrival and departure. An extension keeps the rate of the stay's last night; a shortened stay keeps its rate. Nothing is re-quoted from the tariff.
Rate plan — changing it re-prices every night that is not yet audited.
Room — only rooms of the booking's type, and only ones free for those dates. To change the type as well, use *Move room*.
Per night — a new rate needs a reason from the list beneath it, and is recorded with the rate it replaced.
Save changes. Nothing is written until you press it.

A stay that has been through a night audit is locked below the line: nights already charged cannot be re-dated or re-priced, and the form says so rather than letting you try.

What can refuse, and why:

"That room is already occupied for those dates" — somebody else is in it. Pick another room, or move the other booking.
"Cannot amend: minimum stay is N nights", maximum stay, closed, stop sell — the extended dates hit a restriction on the rate plan. A manager may override these; the screen offers the override where your role allows it.
Cannot amend on a checked-in booking — a guest in the room limits what may change. Dates forward are fine; the room is a room move, not an amendment.

A rate is set once, by a person, and the system never changes it on its own: the booking's history says *₹3,333 a night, set by FOM1*. To change the price, change the rate — see Changing the rate on a booking.

Every amendment is logged with who made it. A stay that has been shortened three times and re-priced twice reads clearly on the booking's own history, which is usually the answer to "the guest says we promised".

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. A booking the desk may hold and a manager confirmsAn OTA booking, or one billed to a company or an agent, is held by the desk for 30 minutes — or confirmed there and then with a manager's own login. 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. Taking a group at your own deskA party needing rooms of more than one kind — a wedding, an offsite, a tour — is taken from the calendar as ONE group: a line per room type, one contact, one code over all of it. Who is paying for a bookingOn a booking typed by hand, the payer — guest, company, travel agent or OTA — can be corrected. The bill moves with it. 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. 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. Putting a stay in another guest's nameOnly 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. A room with more people than it sleepsMoving a party of four into a room that sleeps three is allowed: the picker warns, asks once, does it, and records who said yes. Day use: a room sold for the day, not the nightA guest who arrives in the morning and leaves in the evening and never sleeps in the room. It reserves nothing, holds no room until the desk hands over a key, and the same room can serve two day guests and still take its overnight guest. 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.