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 the container for multiple reservations. It contains:
- the list of all reservations in the booking
- information about the person who made the booking ("booker")
- the payment account that was entered as a guarantee, or to pay with
- a booking folio
- any invoices generated from the booking folio
Reservations can vary by date and room type. The reservations can be for different dates, and different room types. For example, 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.
The difference between the Booker and the Guest in a Reservation
The booker is the person who makes the booking, while the guest is the person actually staying. It is important to distinguish between these roles during the booking process to ensure accuracy and personalization.
When creating a direct booking in Apaleo you can distinguish between the booker and the guest while creating the booking and reservation. As shown in the visual below, you first enter the details of the guest, then the details of the booker (If the booker and the guest are the same person, then you can select "Copy from main guest"). After you created the booking, the booker name will be shown on top of the booking and the guest name in the reservation.
Reservations
General
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 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. Some features like printing the registration form are only available in certain countries.
Guests
A reservation has one primary guest, whose details it is mandatory to add. You can also add more information about all the other guests, adults or children.
When you edit a guest you can also look up the guest data from other reservations and copy them.
Travel Dates
In the Travel Dates section, you can see and change the data for a reservation, including:
- number of persons
- rate plan or unit group (room type)
- stay dates
- prices
Learn how to do this here: Modifying the stay details.
Extras
In the Extras tab, you can see and edit the extra services of the reservation.
Folios and Invoices
For more information on how to manage charges, payments, or invoices, refer to the folios and invoices section.
Reservation List
This list shows all reservations with filters to narrow down the search by various criteria, including guest or company name, and booking ID.
Reservation Warnings
Reservations with missing data or rule deviations get warnings. You can remove a warning after you've addressed the issue.
If there are warnings for any of the reservations in your property this will be displayed in the reservation list. You can use the quick filter "Show only warnings" to show the reservations with warnings.
Frequently Asked Questions
What is the difference between the price and the balance in a reservation?
The price is everything that was booked with the reservation. Room price, extra services, but excluding 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.
When can I not change or add Extras?
Here are some cases where you would not be able to change or add Extras:
- The business date of the service is in the past.
- You clicked the button "Post all open charges" on the folio
- The service you are trying to add is already included in the rateplan
How can I edit guest profiles?
Apaleo does not hold single guest profiles. Instead it stores the guest information in the context of a reservation only. For example, if the guest Peter Pan has two reservations, two profiles will be created. If you want to create 360 degree profiles that you can use for customer segmentation or marketing communications, then you would need to add a third party application to your Apaleo account.
How do I print registration forms in bulk?
In the Reservations list, click the Print Registration Form button.
Why I cannot create a reservation although I still have available rooms?
Check your rate plans. Do you have restrictions in place (for example Minimum advanced booking)? Then you won't see any offers.
You can override the restriction when creating the booking by enabling 'Show unavailable offers'.