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Bookings and the calendar

Reading the calendar

Rooms down the side, dates across the top, and four things worth knowing about the colours.

The calendar is the hotel on one screen: every room down the side, every night across the top, and a coloured bar for each stay.

The calendar. The hotel picker, the month, the business date and the colour key.
The calendar. The hotel picker, the month, the business date and the colour key.

What you are looking at

  1. The hotel — if you work at more than one, this is where you change which one you are looking at. Check it before you touch anything.
  2. The window — three weeks from the business date; the arrows either side move you a week at a time.
  3. The business date — the hotel's own today. It is not always the real today, and that is normal: it moves when the night audit runs, not at midnight.
  4. The colour key — behind the (i) button. Bars are coloured by where the booking came from: OTA, walk-in, corporate, travel agent, direct. The dot beside each room number is housekeeping: green clean, amber dirty, red out of order.

What you can do from here

The numbers in the shaded row under each room type are how many of that type
are still free that night. That row, not your memory, is what tells you
whether you can sell one more.

Finding a booking

The search box in the calendar header.
The search box in the calendar header.
  1. Type into Find a booking — a name, our reference, a phone number, the room, or the OTA's own booking number from the email the guest is holding.
  2. The matches drop down as you type. Press one and the booking opens.

The chart since September 2026

Some of the above has moved on:

The status chips (since 28 September)

The header is white, with the date box and ‹ › to move. Under it are chips with a count for the business date: All · Vacant · Occupied · Arriving · Due out · Blocked · Dirty. Press one and the chart shows only the rooms that match — the rate and restriction rows and any empty room types are hidden too. All brings everything back.

More in Bookings and the calendar

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. 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. 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.