Manual/offline bookings can be created directly from the All Reservations page by clicking the 'Add New Booking' button at the top right of the page. Upon clicking, the Manual Booking Entry will appear on the right side of the page.


Two ways to create a manual booking: Quick or Detailed

Quick booking offers a fast and streamlined way to create manual bookings, requiring only a few mandatory fields (*) to complete the process.


Quick booking

The mandatory fields in Quick booking are:

  1. Check-in and Check-out dates
  2. Room count
  3. Traveller details: Traveller first name and Traveller last name
  4. Booking details: Channel, Room type, Booking date, Currency, Booking type
  5. Room details: Rate plan and Guest Count

If hotel users would like to capture more guest information at the time of the booking, they should use the “Detailed booking” tab. Alternatively, additional guest details can be added later on the Booking Card.


Notes:

  • Bulk bookings can also be created by updating the Room count field. The Room details section will then display fields for each room that must be completed.
  • The Room details section must be completed based on the number specified in the Room count field.
  • The Booking Date defaults to the current date when the booking is created. If the booking date is different from today, update it as needed. Only past dates can be selected.


After filling in all required fields, select one of the following options:

  • Create Booking: Saves and creates the booking as 'Confirmed'. Use this option when creating a booking for a guest who is arriving in the future. 
  • Create Booking and Check-in: Saves, creates the booking, and automatically updates the booking status to 'One-click Checked-in'. Use this option when creating a booking for a guest who has already arrived at the hotel (Eg. Walk-in guests)


Detailed booking

Detailed booking contains additional optional fields for traveller and booking details. While these fields are not required to create a booking, collecting more guest information helps hotels better understand their demographics, improve marketing efforts, and enhance guest services.

  • Additional Traveller Details: Traveller email, mobile, country, region, address, city, zip code, Passport ID/number, account name, nationality, and Date of Birth. Traveller Details can be updated while the booking is in any status.
  • Booking Details: Notes & booking confirmation and an option to send the booking confirmation email to the hotel, traveller, or both.
  • Room Details: Room number, Breakfast inclusion option, and Total Sell Rate (includes Base, Tax, and Total amount).
    • By default, if the booking has not been assigned to a specific room number/name, HMS will randomly assign the room within the selected Room type. If hotels prefer to assign manually, select the option under room number before finalising the booking. After the booking is created hotels can still reallocate the room by drag-and-drop the booking within the calendar in the Reservations Calendar or by changing the room number/room type from the Room Number dropdown in the Booking Card.
    • HMS automatically assumes booking is priced at BAR set in the system (see Availability Calendar). If the stay duration is more than one night, the Total Sell Rate section will display a breakdown of the base rate, tax, and total amount based on the number of nights.
      For example: If a guest checks-in on Mar 15 and checks-out on Mar 17, the stay duration is two nights. The Total Sell Rate section will display a breakdown for each night—Mar 15 and Mar 16—showing the corresponding charges per night.
    • For multi-night bookings, the Total Sell Rate section provides a detailed breakdown of the Base, Tax, and Total Amount for each night of the stay. These values can be adjusted directly in this section:
      • Changing the Base amount in the Total Sell Rate field will evenly distribute the room rate across all nights.
      • Adjusting the Base Amount for a specific night will automatically update the Total Sell Rate. Use this option only if room rates vary by date.

Any changes to these values will automatically recalculate the Tax and Total Sell Rate.


New manual booking is now reflected in the All Reservations page.


Manual bookings can also be created from the Reservations Calendar page.


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