A booking is the container for multiple reservations. It holds information about
- the person who made the booking ('booker')
- all the reservations with their dates, guests, and room types ('unit groups')
- the payment account that was entered as a guarantee, or to pay with
The reservations can be for different dates, and different room types. You could make a booking for two double rooms from Monday till Friday, a single room from Sunday till Friday, and a meeting room for Tuesday till Friday.
You are automatically redirected to the booking information, directly after you create a new booking. Later, you can reach the booking from the reservation screen.
In the header you can see a summary for all reservations: the earliest arrival, the latest departure, and the total price and balance.
Like in the reservation list you can trigger different actions on those reservations from the context menu (the little three dots). Examples are checking in the guest, or printing registration cards.
In the other sections, you can edit the booker data, and add or replace the payment account for the booking.
A reservation in apaleo is always for one room (unit). Reservations can be part of a multi-unit booking or even a group booking.
You can find all the information we store for a reservation in the different sections. The basic data is always visible in the header, no matter which section you are in: Arrival, departure, the status of the reservation and room, and the price and balance.
The price is everything that was booked with the reservation. Room price, extra services, and if applicable, city taxes. It is the amount that was shown to the booker, when they made the booking.
If you manually add charges for a power adapter or the drinks at the bar, they are not included in the price, but change the balance. The balance is all the money the guest owes you - or sometimes, the money you owe the guest. If the balance is negative and shows up red, then the guest still owes you money. Otherwise they paid everything, or even too much.
The general section gives you access to all the reservation actions like check-in, cancel, check-out etc. It also shows you the most important information about the reservation, allows you to manage the payment account and the reservation comment. You can change that comment, and add notes that help you and your team share information about the guest, or the reservation. You can also see some basic information about the booker and directly jump to the booking.
Not all actions are always available. For example, you can only check-in a reservation if it is Confirmed and the arrival is today. This keeps you from doing things, you do not really want to do. Some features like printing the registration card are only available in certain countries.
A reservation has one primary guest, which is mandatory to define. You can also add more information about all the other guests, adults or children. Why enter the data, if it is not mandatory? Well, you will be able to talk to the other guests using their names, and do not have to greet them with "Hello, Plus One of Mr. Maker!". It also makes your reports more accurate. Imagine the main guest is Italian, and the second guest is French. If you do not specify the second guest, we will record two persons, both Italian.
When you edit a guest you can also look up the guest data from other reservations and copy them. apaleo does not hold single guest profiles, instead it stores the guest information in the context of a reservation only. If you want to create 360 degree profiles that you can use for customer segmentation or marketing communications, then you should consider to connect a CRM to your apaleo account.
In the Travel Dates section, you can see and change the stay data for a reservation, like:
- number of persons
- rate plan or unit group (room type)
- adjust prices
Learn all about how to do this here: Modifying the stay details.
In the Extras section, you can see and edit the extra services of the reservation.
Booked services can be removed at any time as long as the date is not in the past:
You can add a service. By default, the service is booked for the entire stay and for the default quantity which depends on the service configuration. In the example below, since the WIFI is a per room service, it is offered once per day for the entire stay.
When adding a service, the quantity and the price can be changed. For example, the WIFI could be booked only once on a specific day with a specific price.
Folio and Invoices
Looking for more information on adding charges, payments or creating and correcting invoices? Then you can read the guides in the Folios and Invoices section.
When you create a reservation, it shows on the room rack as an unassigned reservation. Click on the reservation and the screen will only show you the rooms that belong to the booked category. You can filter by category and room attributes to assign your rooms in the most efficient way.
The reservation list provides a complete listing of all reservations for the selected property. Powerful filter features let you identify reservations that require your attention, or search for specific guests.
You can filter the reservations by multiple criteria to create the view that best suites the job you want to perform. By default, the reservation list shows all reservations in status Confirmed or In House. Set filters can be removed by clicking the x or by using Clear all.
In the search field you can find reservations where the guest or company name, the unit name, the apaleo booking id or the external booking id from the CRS, OTA or channel manager contains the search text. The list will be updated while you are typing.
Some reservations need special attention, because of missing data or rules that were not followed. Such reservations get labeled accordingly so exceptions are more easy to spot.
If there are warnings for any of the reservations in your property this will be displayed in the reservation list. By using the quick filter Show only warnings the reservation list is filtered to only show the reservations with warnings.
Warnings are grouped by category and a reservation can have multiple warnings at the same time. As soon as you have solved the root cause for the warnings and do not want to see this reservation in the list of warnings, you can just remove all warnings.