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Navigating the Reservation Calendar

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 along the top of the grid. There is also a scroll bar at the bottom, allowing you to easily move through three months 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 the screen. If your property is utilizing Room Groups, those will be displayed as well.

 

  

Research shows that most phone reservations are made within three months, 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.


Housekeeping Clean or Dirty room status:

On the far left of the Reservation Calendar is an "H" for housekeeping status. The red square means the room is dirty. The white square indicates the room is clean. The square is a button. Click it to change the status of the room.

Online Booking Engine

 When you check a guest in, the room is automatically marked as dirty.


 

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 the 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 can add additional 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.