Once all information is in the reservation folio, there are several operations you can perform. Any available operation that can be performed will have its corresponding button at the bottom of any folio:
These buttons are dynamic, meaning that they will change according to the reservation folio status: for example, you will be able to Reserve, Hold or Block a new folio, but you will only be able to Unblock a folio that is in a Blocked status, and so on.
Hold
If the booking is not finalized, you can choose to Hold the reservation: held reservations won’t be counted as part of the hotel occupancy, nor the rates will count as revenue. This is most useful when some required information is missing and the guest will have to get in contact with the hotel later to finalize the booking. To place a reservation in a Hold status, click on the blue button Hold at the bottom of the reservation folio:
You can choose whether to manually remove the reservation from the Hold status, or whether set up a certain date on which the system will automatically release the reservation. Select your option on the left hand side of the folio, under the tag Hold Release Date:
Clicking on the field under the tag Automatically Release Rooms On will enable you to select a date on a pop-up calendar.
Once a room has been held, you can manually release it by clicking on the blue button Release at the bottom of any held folio:
You will also have the option to reserve a held room, by clicking on the blue button Reserve at the bottom of the held folio:
Block/DNR
If you need to momentarily hide a certain room from the displayed availability, you may decide to mark the room as Block/DNR (Do Not Rent): blocked rooms do not count towards revenue or occupancy values in reports. To place a block on a room, click on the blue button Block/DNR at the bottom of the folio:
Important: A blocked room can only be unblocked and not reserved. Hence, make sure not to place any valuable information in a folio with a Block status, as the system won't allow you to move the status to a reserved one. To unblock a room, click on the button Unblock on any blocked folio:
Reserve
If all required information has been collected, you can proceed to Reserve the folio by clicking on the blue button Reserve at the bottom of the folio:
Any reserved folio can be cancelled, by clicking on the blue button Cancel Reservation:
Note that the system will keep a record of any canceled booking, and you can look at all related information by looking up the reservation number:
If you made a mistake, and you want to Reinstate a canceled booking, just click on the button Reserve at the bottom of the canceled folio:
It is important to keep in mind that if you are trying to reinstate a canceled booking, you will need to make sure that the specific room to which the booking was assigned is available for the selected date range; if the room is not available for the reservation dates, the system will throw an error:
If this happens, you may either want to change the room assigned to the folio you are trying to reinstate or move the reservation that is currently reserved in the system into another room.
Once a folio has been reserved, you can proceed to Check it in, by clicking on the button Check-In at the bottom of the folio:
Keep in mind that the Check-In button will only appear when the folio’s arrival date is today’s date. The system won’t allow you to check-in future reservations.
If you made a mistake and you want to undo the check-in, you can click on the blue button Reserved to replace the booking in a Reserved status:
When a folio is checked-in, you will be given the option to move it to a Check-Out status: just click on the button Check-Out at the bottom of the folio:
To undo the check-out, just click on the button Check-In:
Important: the system won’t allow you to cancel a checked-in or checked-out reservation, so in order to cancel it you will need to undo all actions until the folio is back in a Reserved Status.
No Show
Any folio in a reserved status can be marked as a No Show: simply click on the button No-Show:
Important: When you change the status of a reservation folio, the color of that reservation will automatically change on the Tape Chart. You can see what each status means by using the drop down legend on the Tape Chart:
FAQs - this article answers the following questions:
How can I place a room out of order?
Why would I need place a room Out of Order?
Why would I need place a room Out of Order?
Where can I put a room out for maintenance?
I need to take a room out for service, where do I do that?
How do I make a room not for sale?
Will my out of order rooms show up for sale?
What do I need to do to take room out of inventory for maintenance?
How do I block a room in renovation?
I need to block a room in renovation
How can I turn a block into a reservation?
How do I reserve this block?
How come I can only unblock this group?
I’ve released a block, how do I reinstate it?
Can I reinstate a released reservation?
How to I reinstate my group block?
What is a Hold Release date?
What does Block DNR mean?
Why would I use Block DNR?
What is the difference between Block DNR and Hold?
I need to block a room during renovation?
How do I take a room off of inventory?
How do I Unblock a room?
Can I reserve a room after it is released?
How do I create a group block?
How do I restrict a room?