Create, change and cancel a reservation

Who this is for: Front Desk, Manager, Owner — requires frontdesk.reservation.read to see the list, frontdesk.reservation.write to change it. Where: Front Desk → Reservations

The reservations list is the property's book of business: every reservation, with the stays it holds and the state each one is in.

A reservation is the booking. A stay is one guest in one room for one set of dates. Most reservations hold exactly one stay; a group reservation holds several, which is the only difference between the two.

Before you can book anyone, they need a guest profile — see Guest profiles and merging duplicates.

Create a reservation#

1. Open Front Desk → Reservations.
2. Select New reservation.
3. Choose the guest for the first stay.
4. Pick the room type and the arrival and departure dates.
5. Add a note if the booking needs one — it shows on the reservation, not on the stay.
6. Select Create reservation.

The reservation is created confirmed, with a reservation code you can quote to the guest. No room is assigned yet: assignment is a separate decision, made on the room rack.

注意

Availability is re-checked on save, not while you type. If the last room of that type went while the dialog was open, the create is refused with an availability error and nothing is booked — the list never shows a reservation the house cannot honour.

Create a group booking#

A group is the same dialog with more rooms in it.

1. Start a new reservation and fill in the first stay.
2. Select Add a room (group).
3. Fill in the next stay — a different guest, room type or dates are all fine.
4. Repeat for each room, then create the reservation.

The result is one reservation carrying every stay, badged Group in the list. Availability is checked for the whole block at once, so a group either books entirely or not at all — you never end up with four rooms of the five you promised.

Billing a group through one account is group bookings and master-folio routing.

Read a stay's state#

Every stay carries exactly one state, and it decides which actions are offered:

State	Means
Confirmed	Booked, not yet arrived
In-house	Checked in, occupying the room
Departed	Checked out
No-show	Did not arrive
Cancelled	Called off before arrival

The moves between them are enforced on the server, so a cancelled stay is never offered a check-in and a departed stay cannot be cancelled after the fact.

Change a reservation#

Shift dates, change the room type, or swap the guest by editing the stay. Availability is re-checked on save exactly as it is on create, so a change that would overbook the house is refused rather than absorbed.

If the stay already has a room, check the rack after a date change — the room stays assigned, and the new dates may collide with the next booking on it.

Cancel a stay#

1. Find the stay in its reservation.
2. Select Cancel.

The stay moves to cancelled and its room is released back into availability for those dates. The record stays in the list; cancelling is a state, not a deletion, so the booking is still there to explain a no-show fee or a repeat guest's history.

Any ancillaries sold against the stay are cancelled with it, and their folio charges reversed.

提示

The Check in and Check out buttons on this list move the stay's state and nothing else — no deposit, no room-readiness step, no folio settlement, no receipt. Use them to correct a state; use Arrivals & Check-in and Departures & Check-out to work a shift.

What's next#

• The room rack: assign, move, block — give the stay a room
• Check a guest in — the guided arrival flow
• Folios: post, split and transfer charges — what the stay is charged