Bookings Calendar and managing bookings

Modified on Thu, 5 Oct, 2023 at 12:33 PM

In the Bookings Calendar section, you can create new bookings, view and search for existing bookings, edit bookings, and cancel them. You can also easily send payment links or invoices through bookings. In addition, you can create group bookings here.

IMPORTANT!

When the bookings is entered into the system from backend, the created price rules do not restrict the booking. By entering the booking directly to the bookings calendar, you can create a booking shorter than the minimum reservation time or a booking longer than the maximum booking time, you can also price the rbooking freely without the restrictions set by the price rules.

TABLE OF CONTENTS

BOOKINGS CALENDAR EXPLAINED

Below, the features of the new calendar are explained, as well as the meaning of the different colors and symbols.

"The colour codes of the bookings"

Blue background: the booking is currently active; it has either check-in or check-out today, or it is a stayover
Green background: indicates a future booking
Violet background: booking is from a sales channel (e.g. booking.com, Airbnb)
- the exact source of the booking is shown with the icon of the sales channel
Brown background: out of order -booking
Double booking: both bookings are showin in orange background. On the example below, there is a double booking in room number 210.

"The colours and symbols of payment statuses"

Orange circle: booking is partially paid but it has an open balance
Red triangle: booking is fully unpaid
Green check-mark: booking is fully paid, no open balance
Violet circle with arrow pointing up: booking is overpaid (too much charged)

" Check-in, check-out and group booking symbols"

Two people = group booking
Arrow in front of the name = check-in done
Arrow at the end of the name = check-out done, open balance (not fully paid)
Check-mark at the end of the name = check-out done, fully paid (no open balance)

"Cleaning statuses and room information"

- green check mark = inspected

- blue stars = clean

- red hand = dirty

- grey stop sign = out of order

Each room name has a symbol next to it, which tells you what the room's current cleaning status is. If the room does not yet have a cleaning status at all (i.e. the room has never been manually assigned a cleaning status), a question mark (?) is displayed next to the name.

You can conveniently change the cleaning status directly from the booking calendar. Click on the name of the room whose status you want to change. A drop-down menu opens up, from which you can make the desired change.

At the same time, you can conveniently see other information about the room, e.g. how many people it can accommodate. If additional information has been added to the room (via Accommodation ----> Rooms ---> Free text), the provided additional information will also be displayed.

"Move bookings -function"

You can easily move bookings from one room to another in the new calendar view via the "Move bookings" function.

1. First, activate the "Move bookings" function via the sliding button at the top of the booking calendar.

2. Click with the mouse on the booking you want to move.

3. Move the mouse over the room and date to which you want to move the booking. Click the mouse again when you are at the right point. The system asks if the booking is definitely to be moved to the room/day in question. If the information is correct, confirm the transfer by pressing "Yes". By pressing "Cancel" here, the transfer of the booking will be cancelled. Please note that the dates of bookings from external booking channels (Airbnb, Booking.com, etc.) cannot be changed through this function.

!Important! Remember to turn off the Move bookings function after you have made the desired changes to bookings.

NEW BOOKING

The easiest and fastest way to create a new booking (especially for a guest arriving in the near future or on the same day) is to do it directly from the bookings calendar view. In the booking calendar, click on the date when the guest is about to arrive for the right room type. In this case, Moder will directly open a new booking base for you. Next, click on the check-out date of the booking from the calendar in the reservation form, after which you will have the opportunity to fill in the rest of the necessary information for the booking.

In this example, we are creating a new booking for a Deluxe double room with room number 202. The check-in date (Dec 30th) and check-out date (Jan 1st) have been selected for the booking. The dates shown in light brown/grey in the calendar base mean that this room already has an existing reservation for those dates.

Next, the booking is defined as how many people are coming to stay in the room. Moder automatically calculates the price according to the pricing, if an additional fee has been set to be charged for additional persons.

If a discount or otherwise different price from normal pricing has been agreed with the guest, you can easily edit the price by entering the agreed price in the "Set new price" section. In this example, the total price of the accommodation would be 252 euros according to the pricing principles, but a discount has been agreed with the guest, after which the total price of two nights is 200 euros.

After this, the guest's contact information is filled in for the booking. When you make a booking in Moder manually, you can decide yourself which information you fill in (the system does not force you to fill in all fields). If the guest is booking through your online store, the online store forces the guest to fill in all contact information.

"Our notes"

"Our notes" section is for internal notes only, and this text will not be visible to the guest, for example on the booking confirmation or on GuestApp website.

The language selection of the reservation affects e.g. to which language any scheduled messages or booking confirmations are sent from Moder to the guest (if, for example, different language versions of the scheduled messages have been created on Moder).

"Extra fields"

Below this text, you can enter the name of the company or the reference on the invoice if you wish. Both information will appear on the invoice.

"Additional information"

In this field, you can enter additional wishes of the guest or additional services already agreed upon (for example, additional pillows in the room). Please note that the information entered in this field will be visible to the guest both on the booking confirmation and on the GuestApp website. This information will be also shown on the Resource planning section in Moder so the cleaning department will also see the extra wishes the guest has.

"Extra services"

Extra services that are set to be included in the price of that room type are automatically added to the reservation. In addition, you can add the paid extra services that are available for that room type to the reservation. The total price is automatically updated when you add paid extra services to the reservation.

After filling in all necessary information to the booking and after adding desired extra services,

you can save the booking by pressing the "Save" button in the lower left corner. In this case, the booking appears both in your bookings calendar and on the bookings list.

"Booking confirmation"

A booking manually entered in Moder does not automatically send a booking confirmation email to the guest. This can be sent by opening the booking for editing, and pressing the desired language and click "Send confirmation email" text. This is how you get the booking confirmation sent by clicking one button.

At the moment confirmations can be sent in Finnish, English, Swedish, Norwegian or with Estonian.

If the guest makes a reservation in the online store, he/she will automatically receive a reservation confirmation email if Paytrail is used in the online store, i.e. if the customer is directed to pay for the reservation before confirming the reservation. If Paytrail is not used in the online store, all reservations come to Moder as unpaid reservation requests, for which a confirmation email must be sent manually.

MODIFYING A BOOKING

You can edit all the booking information in Moder by simply clicking on the booking and changing the desired information and pressing save after editing. You can open an editable reservation directly from the bookingscalendar (click the mouse on the reservation, then select "Edit"), or by searching for the desired reservation through the bookings list and clicking on the name of the guest, and the reservation opens for editing.

If you want to change the dates of the reservation, first open the booking for editing and within the booking, click to open the booking calendar from the "Show calendar" section.

NOTE!!!

If the duration of the reservation is extended or shortened or the days are changed, Moder will not automatically update the price at this point. When editing, the price must be updated manually under " Set new price".

Remember to also press "Save" on the booking after you have made the desired changes so that they're also saved to the booking.

CANCELLING A BOOKING

To cancel a booking, first open the desired booking for editing (see section "Modifying a booking") and press the "Cancel booking" button on the right upper corner. After this, the system will ask if you are sure you want to cancel the booking. Press "yes", and the booking will be canceled and it will disappear from the bookings calendar.

If you want, you can also find cancelled bookings by going to the bookings list, and selecting "Include cancelled" or "Only cancelled" from the filter in the top bar and searching by, for example, the name of the guest or the reservation number.

"Issuing a refund for cancelled booking"

Please note that Moder does not automatically and cannot issue a refund for a cancelled booking. You must do this manually if necessary, either as a bank transfer or from Paytrail's merchant portal, if the guest has paid for the booking as an online payment through Paytrail.

LOG HISTORY FOR RESERVATION CHANGES

The reservation change history feature shows day by day what changes have been made to the reservation. The change notes also contain information about the user ID used to modify the reservation.

Open the booking preview window
Click "Latest update xx.xx.xxxx"
Review the changes

Change history information:

Username with which the change was made
The name of the modified data

In red: deleted data

In green: added information

OUT OF ORDER BOOKING

You can block a certain room from being used or sold by making an out of order reservation for it.

Start making a reservation as in the previous examples, either via the "New booking" button or the bookings calendar. When you have made your date selections, click the check mark on "Out of order". In this case, the reservation no longer asks for the guest's information, but you can instead write the reason why the room in question is unavailable. Press save.

Out of order bookings are displayed on the bookings calendar as shown below.

BOOKINGS LIST

In the bookings list, you can find all the bookings made for your property. You can search for a specific reservation using various search criteria, such as the guest's name, booking number, phone number, or e-mail.

Various filters are also used in the bookings list. With the help of filters, you can, for example, view all unpaid reservations or select also cancelled reservations in the list.

The payment status of each booking is also displayed. There are four different kind of payment statuses in Moder:

Orange circle: booking is partially paid but it has an open balance
Red triangle: booking is fully unpaid
Green check-mark: booking is fully paid, no open balance
Violet circle with arrow pointing up: booking is overpaid (too much charged)

You can open the contact information of each booking and the extra services added to the booking from the down arrow on the right side of the booking. Here you will also find a tool that allows you to easily copy the booker's information for a new booking.

By clicking on the customer's name, you can open the reservation for preview and editing. If the reservation has come to Moder from an external sales channel (for example, Airbnb, Booking.com), the name of the reservation channel is displayed below the customer's name.