Reservation Handling

As with requests, each booking has more than one status. A reservation or booking can be either a Booking offline or a Booking online. By checking the history of the Booking, you can either see that someone else has created it i.e. Booking offline or the creator would be the site (ex: www.halldis.com)

A Booking online could have been made by a client in autonomy or it can be a consequence of a sales person having initially sent an offer to that client. You should always check the history of the client to see if it can give you any additional clues using the ‘Open Detail’ button which switches you to the CRM Module.

On the other hand, the ‘Change Customer’ button is used when you need to change their information such as name etc and switches you to CRM as well. Both buttons are found in the ‘General’ tab upon opening a Booking along with other basic information.

When you open the Booking, you will find information regarding payments and their status in the ‘Commercial’ tab. The status of a payment is different than the status of the Booking itself and might/might not affect it automatically. For this reason, we need to take a closer look at the differences between Status of Booking and Status of Payment.

1- Status of Booking vs. Status of Payment

a) Status of Booking:

New: Is a booking created by a sales person.

Sent: After sending the payment link to the client, this can be set manually and is not automatic.

Approved: Can be either set manually for an Offline Booking when the client accepts the contract from within the B2C area (MyBookingDom) or it changes automatically when the client accepts the contract as a first step before proceeding with making the payment when it’s initially an Online Booking.

Confirmed: When the client pays the Down-payment. It can be also set manually in case of payments made via Bank Draft or Paypal. Of course you set it manually after receiving proof of payment from the client or after verifying that the payment has been received in Paypal.

Rejected: If the booking is cancelled for some reason or you have a valid reason to reject it. Once rejected you cannot go back so be careful, the option will be disabled.

b) Status of Payment:

Pending: means the client has not payed yet nor chosen method of payment yet.

Sent: means that the link of payment has been sent to the client.

Approved: means that the client has selected the payment method but not necessarily paid.

Paid: status changes from Approved to Paid automatically for payments made by Credit Card – sometimes PayPal*. In case of Bank Transfer it can be set manually.

Note that it can be only changed from Paid to Returned but this part should ONLY be done by your administration team accordingly.

Rejected: you can ‘Reject’ a single payment then reset it as pending and send the payment link again.

Screen Shot 2014-05-07 at 17.02.07but Pay Attention: If you Cancel a payment you cannot change or undo that action.

2- Creating a Booking Offline:

When creating a Booking offline, you do that through the Property Module where you search for the apartment, open it’s detail and go to Availabilities tab; click on the calendar where Green=Available and choose your dates. Then add a reservation (to block the apartment’s calendar) which will switch you automatically to the Reservation Module where you need to fill-in all the necessary information.

* Read more on Creating a reservation.

3- How to extend or modify an existing Booking?

Extension of Stay:

In the ‘Period’ tab you can check availability then modify or reset dates.

In the ‘Commercial’ tab you need to ‘Add service’: call it Extension of Stay and insert its value. Then you need to Edit this ‘Extra service’ making sure you choose ‘Monthly balance’  and set the dates as this will affect the RESERVATION VALUE ( The total rental amount).

Extra services:

Depending on the service, you can use the previous procedure without choosing ‘Monthly balance‘, keeping in mind that this affects the OVERALL VALUE (Rental amount plus additional services).

Read more on Extension of stay and Additional services.

4- The Contract

The contract for the booking is automatically created. If you need to Edit it then use the ‘Generate Contract’ button. When extending stay you can generate the contract so that the client will find and view the latest version in the clients’ reserved area.

There are two types of booking contracts:

Open contract:

In ‘Period’ tab you activate the Open contract slider and you don’t specify the check-out date. The calendar becomes Grey=Not available from the arrival date till the first unavailable date. Then you choose the ‘Pay in‘ payment solution (between weekly and monthly).

Closed contract:

It might even be as long as three months but still a fixed/known period anyway where you have the possibility to  choose a different ‘Pay In’ than just ‘unique‘ if the client does not wish to pay the whole rental amount in advance for a period of 3 months for instance.

Pay in’ button  has the payment solutions: Unique, Weekly and Monthly payment.

Read more on contract types.

5- Summary

Offline Reservation Workflow

1- You first search for the apartment you want to book for your client in the Property Module.

2- On the calendar, you block the dates (where the calendar is green) and choose ‘Add reservation’ from the drop-down list.

3- The system automatically switches you to the Reservation Module.

4- You fill-in the necessary general information then move on to the ‘Period’ tab to choose the type of contract and confirm the dates and the payment solution.

5- In the ‘Commercial’ tab you find the price for the selected dates pre-calculated by the system and already divided into payments. Note that you still can make any necessary changes.

6- In the ‘Invoice’ tab, use the ‘Add invoice’ button for Booking Offline in order to fill-in invoicing data. For Booking Online, the client can fill-in the Invoicing data in autonomy in the clients’ reserved area. In case it wasn’t completed by the client, you might ask them to provide this information after they have booked or you can do it manually for them.

7- In the Stay tab you can fill-in or find detailed information about guests and check-in/out notes which can be done by clients in the reserved area as well.

8- Save the booking.

9-  You first need to assign the booking to yourself in order to be able to edit or to another account if necessary.

10- Now you are ready to send the payment link/links to the client. Click on ‘Send Payments’ button and choose the desired payments.

Online Reservation Workflow

When you receive an online reservation, you will find it in the status ‘Approved’ since the client has already accepted the contract when they were booking online.

1- Assign it to yourself or to the person who needs to follow-up with the client (after checking the client’s details in the CRM)

2- Check the payment status. This depends on the method of payment that the client has chosen then you can proceed with the follow-up accordingly.