The Difference Between The Booker And The Guest
Reservations
General
Guests
Travel Dates
Extras
Folio And Invoices
Reservation List
Reservation Warnings
Frequently Asked Questions
What Is The Difference Between The Price And The Balance In A Reservation?
When Can I Not Change Or Add Extras?
How Can I Edit Guest Profiles?
How Do I Print Registration Forms In Bulk?
Bookings
A booking is a container that holds one or more reservations. It includes:
- The list of all reservations in the booking
- Information about the person who made the booking (the booker)
- The payment account used for the guarantee or payment
- A booking folio
- Any invoices generated from the booking folio
Each reservation within the booking can differ in travel dates and room types. For example, one booking could include:
- Two double rooms from Monday to Friday
- One single room from Sunday to Friday
- A meeting room from Tuesday to Friday
The Difference Between The Booker And The Guest
The booker is the person who creates the booking, while the guest is the person who stays. These roles are often different and must be entered separately.
When making a direct booking in Apaleo, you can enter both the guest and booker information. If the guest and booker are the same, you can click "Copy from main guest". After saving, the booker’s name appears at the top of the booking, and the guest’s name shows in each reservation.
Reservations
General
The General section allows you to perform key actions such as check-in, check-out, or cancellation. It also displays key reservation details, including:
- The payment account
- Reservation comments
- Booker details
Some actions may not be available, depending on the reservation’s status. For example, check-in is only possible if the reservation is confirmed and the arrival date is today.
Guests
Every reservation must have one main guest. You can also add other guests, including adults and children. When editing guest details, you can search existing guest profiles and copy information.
Travel Dates
This section lets you view and edit reservation details, including:
- Number of persons
- Rate plan or room type (unit group)
- Stay dates
- Prices
Learn more: Modifying the stay details
Extras
Use the Extras tab to view or edit additional services linked to the reservation.
Folio And Invoices
For full guidance on how to manage charges, payments, or invoices, see the Folios and Invoices section.
Reservation List
This list displays all reservations. You can filter by guest name, company name, booking ID, and other criteria.
Reservation Warnings
Warnings appear for reservations with missing data or that break business rules. Once the issue is fixed, the warning can be cleared.
You can quickly find these using the “Show only warnings” filter in the reservation list.
Frequently Asked Questions
What Is The Difference Between The Price And The Balance In A Reservation?
The price is the total shown during booking — including room and extras, but not city tax. The balance reflects what the guest owes, including additional charges (e.g. minibar or adapter).
If the balance is negative (in red), the guest still owes money. A zero or positive balance means the guest has paid or even overpaid.
When Can I Not Change Or Add Extras?
You cannot change or add extras in these situations:
- The service date is in the past
- The “Post all open charges” button was clicked on the folio
- The service is already included in the selected rate plan
How Can I Edit Guest Profiles?
Apaleo does not create a central profile for each guest. Each reservation holds its own copy of the guest data. If Peter Pan stays twice, you will see two separate profiles.
For full CRM or marketing features, connect a third-party integration via the Apaleo Store.
How Do I Print Registration Forms In Bulk?
In the Reservations list, click the Print Registration Form button to generate forms in bulk.
Why Can’t I Create A Reservation Even Though Rooms Are Available?
Check if your rate plans have restrictions like "Minimum advanced booking". These will prevent availability from showing.
To override restrictions, enable the Show unavailable offers option while creating the booking.