A reservation in apaleo is always for one room (unit). You can find all the information we store for a reservation in the different sections.
When you open a reservation you see the most important information at a glance. 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 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.
Not all actions are always available. For example, you can only check-in a reservation if it is Confirmed and the arrival is today. Makes sense, right? All the actions which would not make sense, cannot be done. This helps you to not do things you don't really want to do. Some features like printing the registration card are only available in specific countries.
The main actions are:
- Check in sets the status to InHouse for a reservation which is arriving today. If no unit has been assigned beforehand, apaleo automatically assigns one for you. If no unit is available, checking in is not possible and you need to free up a room first. Checking in sets the room status to dirty.
- Assign unit opens a dialog with a list of all available units. If you want to assign a unit of a different group (an upgrade) make sure to check the box "Allow the assignment of all unit groups".
- Check out sets the reservation status to checked out. For more, read the check-out guide
- Cancel reservation sets the status to canceled, un-assigns the room, and removes all charges from the folio.
A reservation has one primary guest, which is mandatory to define. You can also add more information about all the other guests, grown-ups 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 lookup 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 also 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 also change 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 clicking on the Add service button. 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 all be changed. For example, the WIFI could be booked only once on a specific day with a specific price.
Folio and Invoices
You are looking for more information on adding charges, payments or creating and correcting invoices? Then you should read the guides in the Folios and Invoices section.