Support Center

Navigating the Reservation Calendar

Last Updated: Feb 15, 2018 09:34AM EST

The Reservation Calendar provides a simple and effective way to view your availability, past and future reservations, rates and restrictions, and additional features such as payment status, booking status, reservation source, and any tasks associated with individual reservations. It is the tool you will use most often, so it is important to get familiar with the layout and functionality.
 

Layout:

Rooms are listed on the left and dates run long the top of the grid. There is also a scroll bar at the bottom, allowing you to easily move through three months of time without needing to adjust dates. When you hover over a room, if Notes for Employees have been created in the room setting, those will appear on screen. If your property is utilizing Room Groups, those will be displayed as well.

 
 

Research shows that most phone reservations are made within a three month time period making those dates easy to access using the scroll bar. If you would like to look further into the future or at past reservations, you can click on the calendar icon and select any start date you would like. If you want to go back to today, click the Today button . When you click the Today button, the calendar will show starting yesterday. This allows you to identify who is checking out today.

Legend:

Reservations on the calendar are color coded and include optional icons. Move your mouse to the bottom right and hover over the word Legend to see what the colors and icons mean.


You may control which of the icons appear on the calendar by going to Settings -> Reservation Calendar
 
 

You can turn these identifying markers on or off by selecting the View drop-down and clicking on Show Details.
 


The calendar will also show any dates you have made unavailable by using the Blackout feature. Blackouts will appear solid gray on the calendar grid. These apply to all Rate Types. To learn more about creating blackouts, please visit our Support Center and review the document called Manage Blackouts.
 

To view available Rate Types, use the drop-down selector labeled Show Rates located above the calendar grid. Select the Rate Type you'd like to use. To view pricing for the Rate Type, click on the View drop-down . You can also select to view restrictions such as Minimum Nights, Maximum Nights, and Closed on Arr/Dep on the calendar. 

 

In the example below, you'll see the first date has no restrictions, the second has a 2 Night Minimum on Arrival, indicated by "2A", and the third night has a 2 Night Minimum Through, indicated by "2":
 

 

Quotes & Reservations:

There are two easy ways to give a quote directly from the Reservation Calendar. From the View icon, select Show Rates. The calendar is now populated with the base room rate for each room for each night. For example, we would give a quote as, “On February 18th, The Villa is $270, plus tax.”
 


To give a more complete quote, select the room and nights by clicking and dragging on the calendar or by clicking each night one at a time. This is useful when using devices with touch screens. You can even select multiple rooms for group reservations by repeating the process. In the upper right hand corner, you will now see the total cost of the reservation with all taxes and fees included. Keep in mind that total is calculated on the base occupancy established for the room. In this example, the total for this two night stay in The Villa is $590.60. You have the ability to add addition guest or pet fees when you create the reservation.

 

If you would like to proceed with the reservation, click the New icon, and a new reservation will be created. Please note that the reservation will be made with the Rate Type that is selected from the drop-down. The Rate Type can be changed later if need be. We cover how to take a reservation in the training video titled “How to Create a Reservation.” If you are not proceeding with a new reservation, click on the Clear icon and you’ll be right back to where you started.

 
 
Restriction Overrides:

When you try to make a reservation that doesn’t meet the booking requirements, you'll see a warning message informing you of the restrictions. Choose whether or not to override the booking requirements and continue with the reservation. This feature helps prevent unintentional booking errors while allowing you the flexibility to override restrictions.
 

 
Sort by Availability:

This feature allows you to focus on current availability. When you click and drag on the dates at the top of the reservation calendar, your room order will automatically adjust, bringing all the rooms with availability to the top. This is particularly helpful if you have many rooms at your property, saving you time searching and scrolling.
 

 
Drag-and-Drop:

Adjust rooms and dates easily and efficiently. When you attempt to move a reservation, it will turn solid blue. A blue border appears around the boxes where you are set to drop the reservation.
 


 

Built-in safeguards help prevent drag-and-drop mistakes, pricing errors, and double-bookings. This message below is an example of what will appear after dropping the reservation to a new spot on the calendar:
 

Another one of those safeguards is the ability to pin a reservation which prevents it from being moved without unpinning it first. A pinned reservation will appear to have a pin on the left-hand side:
 

 
If you attempt to move a pinned reservation, you'll see the reservation turn solid blue as before, but the area where you are trying to drop it will turn red and a prohibition symbol is displayed. You may undo the pin by opening the reservation and editing it to remove the restriction.
 

 
Calendar Zoom:

Use your browser to control the zoom view of the Reservation Calendar while keeping everything perfectly aligned. Depending on the browser, you will access this setting by clicking on View in your browser menu, and then selecting Zoom In or Zoom Out. Your browser may also offer keyboard shortcuts. Please consult your browser's Help Center for assistance. 
 

Settings:

In Settings, you have the ability to make some configuration changes to the Reservation Calendar.

In the Reservation Calendar setting, you can choose which reservations icons appear. By default, all will be selected when your account is created. You may also reorder how your rooms appear on the Reservation Calendar. Note that this will not affect your booking engine room order.

 

In the Calendar Notes setting, you can create reminders to appear on the Reservation Calendar. These could be holidays, reminders about upcoming local events like a festival, or a room repair. The possibilities are endless! Calendar Notes appear on the Reservation Calendar as yellow bars underneath the date. Just hover over the bar to see the full description.
 


 

Now that you are familiar with the Reservation Calendar, we suggest watching the “How to Create a Reservation” training video next. You can also view the documentation on all we’ve discussed in our Support Center, by clicking on the Help link.

 

Contact Us

d823003ec4e62f7c319afe831ca4aee6@thinkreservations.desk-mail.com
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