Creating reservations

You can create individual or group reservations in the Hotel Sync system in several ways:

Creating individual or group reservation can be done via the option New reservation.

or directly in the calendar, by dragging the desired room in the requested period

After selecting one of the described commands, a window for entering the reservation opens.

If the reservation is made via the calendar, date and room fields will already be filled. 🔷 Mandatory fields for entry are the first or last name of the guest, date (if created via add new button) while the other fields can be filled in from the drop-down menus.

🔷 Next, it is necessary to choose rooms (one or more).

If the reservation was created via the calendar, in this step you can select additional rooms and set the price and number of people.

Note: If it is necessary for the price in the reservation to differ by day, enter one price in this step, and later you will modify the price by day through EDIT of the reservation, i.e. enter the desired price for each day.

In the next step (Step 2 of 2), information about residence taxes and meals can be reviewed and changed

You can add Note (3) and/or Private Note (4), send a confirmation to the guest by email (1) and/or sending a link for the Guest application (2), adding pictures or documents (5)

Note: Have in mind that note will be visible to guests if you send them confirmation e mail, or guest app, however, private note will be visible only to you and your team according to their user rights, but not to the guests.

extra services can be added,

A discount can be applied,

as well as information about payment or/and advance payment.

At the end, do not forget to click the confirm button.

Working with reservations

The reservation display is divided into several tabs, according to functions.

Overview
Rooms and extras
Invoices and payments
Transfers
Timeline
Messages (if omni channel inbox module is activated)

1. Overview tab

The Overview section contains all relevant information related to the reservation.

Reservation details (1), such as:

number of nights,
numbers of persons in the reservation and whether they are adults or children
cancellation policy details

Guests (2)

Includes a list of entered guests by room, from where it is possible to access and change the data of those guests.
How to add new guests to the reservation, see here.

Here, you can print rooming list:

Price information (3) including owner and agency commission if property management module is activated

2. Rooms & Extras tab

In this section you can see the list of all rooms that belongs to this reservation, you can see and add extra services

You can check the box if you want to mark more than one room and apply bulk change of status, or invoice
Change status of the room (arrived, arrived and paid...)
List of room numbers and room types
Number of guests in the room
Price of the room
Print reservation confirmation (registration/reservation card)
Split reservation, more about this option see here
Create invoice, more about creating invoices see here
Edit specific room
Delete room if there are more than one room in the reservation
Drop down menu where you can change status of specific guest in the chosen room

A new room can be added to the reservation via the blue plus icon.

In the Extras part, New additions can be added via the blue plus icon

Fill in all necessary data, choose if you want system to calculate extra services per days or per guest and click save button.

you can charge (1), change (2) or delete current extras (3).

3. Invoices & Payments tab

In this section, you can find all the invoices related to the reservation, as well as the possibility of entering a deposit and an advance invoice.

4. Transfers tab

More about this function see here.

5. Timeline tab

Here you can see all the changes made in the reservation.

6. Messages tab

This tab will be active if omni channel module is activated. More about this function see here.

ℹ️ Regardless of which section you are in, the header contains general information about the reservation.

The most important information is related to the reservation status (1), which can be confirmed, pending or offer and the arrival status (2), which must be changed after the guests check in and check out from the property.

At the bottom of the reservation window, there is set of icons:

Transfer button, see more information here
Send confirmation e mail to the guests
Print, for printing the reservation confirmation (registration card)
Split invoice button
Invoice button, for charging the entire reservation
Edit button, for editing entire reservation details
No show button - to report reservation as a no show
Button for submitting guests to the authorities (If guest registration module has been activated)
Button for sending check out information to the authorities (If guest registration module has been activated)

Single room modifications (Room edit)

If it is necessary to change only one room within the reservation, the command is accessed in the previously described way, clicking on the pen icon next to the desired room.

In the room edit window, it is possible to change the period of stay of the guests (1), change room (2), the meal with which the stay begins (3), the number of guests, children and adults (4), the price (7).

If needed, room can be locked (5), so no one can change the room or room can be hidden from reports and statistics (6)

In the Price per day section, you can enter the desired price for each day individually. (7)

Also in this part, guests' data can be edited (8*), arrival status per guest can be determined , extra services can be added (8) and a discount can be added (8) note can be added that will be valid only for that room (9).

* In editing the guest data, there is a possibility of exempting the guest from paying the residence tax

Whole reservation modifications

Changes to the entire reservation are made via the Edit command, located in the lower right corner of the reservation window.

In addition to changing the elements found on the individual room, it is also possible to change the date by checking the appropriate box (1) change the primary guest (holder) on the reservation (2), the type of reservation (3), to see reservation status and change to confirmed if it is pending (4), change pricing plan (5), change board plan (6) the type of tourist tax (7) and the sales channel (8), add reference number (9), if needed.
Update, or add discount to entire reservation (10)

Change exchange rate for this specific reservation, if needed to be different than the general one (11), add company details to the reservation (12)

Check the custom price box if you want to do bulk room price change. At the end there are options to add notes (2) and add attachments or pictures (4), then to summarize the entire booking (5)

Guest pays option (invoice)

If it is necessary to separate services paid for by the guest from services that will be paid for by another person/legal entity, the Guest pays option can be used. It can be used through the corresponding icons:

Extra services
Boards
City taxes
Rooms
Transfers (transferred services)

If, for example, it is necessary to mark that the guest pays only for accommodation services, the icons for charging from the rooms will be highlighted as an indication that this option is turned on. By selecting these billing icons, only the selected services will be charged to your account. Payment can be made for one or more selected rooms.