How to create booking with MultiBook?

How does MultiBook work?

MultiBook operates on a shopping cart principle, making reservation management clear and intuitive:

1. Select products to the cart

   Start by selecting the rooms or product packages you want to add to the cart. This can include accommodation rooms, activities, or other products.

2. Add activities and additional services

   Add the desired activities and additional services to the reservation, such as breakfasts, massages, or other services that complete the reservation package.

3. Enter the booker's details

   Finally, enter the booker's details and any other necessary reservation information. You can edit and update the reservation as needed before saving it.

Start creating new reservations easily with the MultiBook button.

Search for availability and select products

Open MultiBook

To start using the MultiBook tool, open it from the Moder main menu. MultiBook can be easily accessed in two different ways, and both options will take you directly to the MultiBook view, where you can begin creating and managing new reservations.

How to open MultiBook (see the image above)

You can use the convenient copy button (A), which copies the selected additional services to all corresponding products with just one click. This speeds up the process, especially if the same additional services are to be offered for multiple products.

From the left side: Click the "MultiBook" button on the left side of Moder. This will open the MultiBook view directly.

From the top right corner: Click the "MultiBook" button in the top right corner of Moder. This option also leads directly to the MultiBook view.

Once MultiBook is opened, you can easily select the desired product packages, add activities and additional services, and enter the booker’s details quickly and efficiently.

Search for availability

When the MultiBook view is open, start searching for availability as follows:

1. Enter reservation details

a. Start date of the reservation

b. Duration

c. Number of people

2. Check availability

The calendar below MultiBook will update according to your search criteria and show the room types available for the selected date and number of people.

Thats how searching for availability and selecting products with MultiBook is quick and easy.

Once availability is found, select the appropriate room types or activities for the reservation that you want to add to the cart.

Two ways to select accommodation products for the cart

In MultiBook, accommodation products can be added to the cart in two different ways, making reservation management smooth and flexible. You can either use MultiBook’s automatic selections or customize the reservation manually by clicking on products directly from the calendar.

Here’s how to do it:

A) Using the Autofill button (green star)

Press the Autofill button (green star), and MultiBook will automatically select the correct number of rooms for the group and add them to the cart. This option is a fast way to add the necessary accommodations with just one click.

B) Manual selection from the calendar

1. Select dates from the calendar by clicking the desired time slots.

2. Choose the number of people and units from the bottom bar.

3. Edit the price if necessary.

4. Add the selected products to the cart by clicking “Add to cart.”

You can also skip the search process and directly select the start and end dates from the booking calendar by clicking, then add the products straight to the cart.

Should hourly-based activities added to the reservation?

Moder also supports hourly-based travel products, such as activities, tickets, equipment rentals, and venue rentals.

If you want to add these to the reservation, move to the next section to see how to add them to the same booking. If your company does not offer hourly-based travel products, you can skip directly to "Editing products in the cart" section.

Here’s how to do it:

Go to the Activities tab in MultiBook, where you’ll find all hourly-based products. The process is then similar to adding accommodation products.

A) Using the Autofill button (green star)

Press the Autofill button (green star), and MultiBook will automatically select the correct number of hourly-based products for the first available time slot and add them to the cart.

B) Manual selection from the calendar

1. Select the date from the calendar by clicking on the desired time slot.

2. Choose the number of people and units from the bottom bar.

3. Edit the price if necessary.

4. Add the selected products to the cart by clicking “Add to cart.”

Once you've added products to the cart in MultiBook, you can flexibly adjust them according to your needs before finalizing the reservation. This step allows you to fine-tune the reservation content and ensure that all related products and prices are correct.

Here’s how to do it:

Edit the number of products

You can easily increase or decrease the number of products, whether it's a room, villa, activity, ticket, venue, or other travel product. This allows for quick adjustments to meet the needs of the group or client.

Change the price

If the price needs to be modified, for example, due to a discount, special offer, or agreed-upon rate, you can do so directly in the cart. Price adjustments are flexible and easy, ensuring the reservation is priced correctly.

Remove a product

If a product is unnecessary, you can remove it directly from the cart with a single click. This gives you full control over the reservation’s content, ensuring that only the required products are included in the booking.

Adding additional services to booking

Adding additional services to a reservation in MultiBook allows you to offer customers complete experiences alongside accommodation or activities. These services can include items such as breakfast, massages, equipment rentals, or other products that enhance the customer’s booking. Here’s how to add and modify additional services for a reservation:

Here’s how to do it:

Switch to the Extras-tab

Navigate to the Extras-tab at the top of MultiBook. This view displays all available additional services that can be added to the reservation.

Select additional services from the product

Choose the desired additional services directly from the dropdown menu under each product.

You can select additional services for each product individually, allowing you to tailor the services to meet the specific needs of each reservation.

You can use the copy button (A), which copies the selected additional services to all corresponding products with a single click. This speeds up the process, especially if you want to offer the same additional services for multiple products.

Edit quantity and price

You can adjust the quantity and price of additional services directly after selecting them. This flexibility ensures that the reservation aligns with the customer’s preferences and budget.

Fill in the customer contact information

Adding the customer’s contact information is an essential part of finalizing the reservation in MultiBook. Well-completed contact details help keep the customer database up to date and ensure smooth communication related to the reservation. You can easily fill in the contact information on the Contact Information tab in MultiBook, whether it's a new or returning customer.

Here’s how to do it:

Go to the Contact Information tab.

New customers

Manually fill in the customer’s contact details by completing all the necessary fields. The more thoroughly you fill out the information, the better your customer database will serve you in the future.

Minimum information to fill out:

Name

Phone number

Email address

Returning customers

If it’s a returning customer, you can utilize the “search for a customer” function. By typing five characters of the customer’s name, phone number, or email address, MultiBook will search the customer database for matching details and display the search results, allowing you to easily select the customer's information.

How to use a discount code in MultiBook

1. Enter the discount code before confirming the reservation.

2. MultiBook will allocate the discount code to the products in the cart when the following conditions are met:

    Code validity: The discount code must be valid during the selected reservation period.

    Product eligibility: The discount code must be applicable to the products in the cart, such as rooms,              activities, or additional services.

3. Once the discount code has been added, the new price will be displayed directly in the cart.

This way, you can immediately see the discounted price and ensure that the code is functioning correctly.

Select a billing method

Before clicking the Checkout button in MultiBook, it’s important to choose the appropriate billing method for the reservation and to determine how you want to handle the reservation prices and confirmations. MultiBook provides you with flexible options for billing and reservation processing, allowing you to select the best option based on your situation.

Options Before Clicking the Checkout Button

Will one joint invoice be created for the whole reservation?

By default, MultiBook generates a single invoice for the reservation, which includes all the product lines (rooms, activities, additional services) related to the booking. This invoice is easily accessible through the main reservation and can be sent to the customer either as a payment link or in PDF format. The sending must be done separately and manually.

Here’s how to do it:

Click the Create invoice toggle to activate it, and an invoice will be generated for the reservation, encompassing all selected products.

Do you want separate invoices for each room or activity?

If you want to create separate invoices for each accommodation unit or activity, select "Separate invoices." This option is useful in situations where the reservation includes multiple rooms or activities, and customers wish to pay separately.

Here’s how to do it:

Click the Create invoice toggle to activate it, which will generate one invoice for the entire reservation, including all selected products.

Select "Separate invoices" and MultiBook will divide the reservation products into their own invoices. This is ideal for situations where the reservation is shared among multiple customers.

Should the price be hidden from the GuestApp and reservation confirmation?

You can choose to hide the price information from the GuestApp and the reservation confirmation. This is particularly convenient in cases of promotional or group bookings where you want to keep the prices hidden from the customer.

Hiding the prices can also be useful in preliminary reservations where changes are still expected, or when the booking has been made for a travel agency and billing is not desired at this stage.

Is the reservation a booking request?

A booking request is an unconfirmed reservation that is highlighted in orange in Moder. The booking request allows you to tentatively reserve products, wait for confirmation, or make adjustments before final confirmation. A booking request confirmation can be sent to the customer, informing them that the request has been received.

A booking request is a preliminary reservation that is still unconfirmed. The reservation is displayed in orange, and it can be confirmed later in the reservation editing view. A separate confirmation message can be sent to the customer as an indication that the request has been received.

Types of Notes

Additional information

To this field you can add any specific requests from the customer, such as allergy information, additional pillows, late check-in times, or other service-related details. These notes will be visible to the customer in places like the GuestApp and the reservation confirmation.

Internal Notes

Internal notes are for internal company use only. They are not visible to the customer and can include special maintenance requests for rooms, payment terms, or other notes intended for staff. These notes help maintain clear and accessible internal communication.

Finalizing the reservation

Finalizing the reservation essentially means clicking the Checkout button. This action saves the reservation and makes it visible in places such as the reservation calendar and the reservation list.

After clicking the Checkout button, you remain in the reservation creation view and can immediately start adding new reservations if you wish. A message stating "You are adding reservations to the group" will appear at the top of your cart, and by clicking this link, you can view the details of the recently created reservation.

If you want to make a completely new reservation in MultiBook, click the "Reset" button in the top corner, and the reservation you just created will disappear from the MultiBook tool. However, the recently created reservation will still be saved in Moderi, and you can view it in places such as the reservation calendar.

Instructions for sending a reservation confirmation

Open the Reservation

Go to the desired reservation either from the reservation calendar or the reservation list and click Edit.

Send Reservation Confirmation

In the reservation details, click the link next to "Send confirmation email" for your desired language. This will send the reservation confirmation to the customer. Confirmations currently support the following languages: Finnish, English, Swedish, Norwegian, Estonian, and German.

If it’s a booking with multiple rooms/activities and you want to send a summary confirmation to the primary booking owner, send the confirmation from the reservation marked in green.

If you want to send each person their own confirmation, update the individual's details and email address on the reservation, and send the confirmations one by one.

Move bookings

The move booking- feature is an excellent tool for daily reservation management and helps to smoothly optimize the use of accommodation facilities and booking situations. However, be sure to use this function carefully to maintain the secure use of the calendar.

The following instructions outline how to activate the move booking- feature and how to properly move bookings.

Here’s how to do it:

Turn on the move booking-feature using the toggle switch at the top of the reservation calendar. This will allow you to transfer reservations within the calendar:

Creating a group reservation

Group reservations are created through the create reservations-functionality described above.

Adding a new booking to an existing group reservation

To add a booking to an existing group reservation, enter the reservation number of the main booking (marked with green, as mentioned earlier) in the "reservation group" field in MultiBook.

Select a room for the reservation from the calendar, and search for the group reservation's contact person's name in the customer registry, or fill in the contact details of the actual traveler if desired.

At this stage, the reservation calendar will appear gray if the arrival date is in the future (other than today), but if you click on the arrow next to the "from" date, the availability in the calendar will update, allowing you to add reservations for the selected dates. 

Click "Checkout."

Please note that if there have already been invoices or a summary invoice generated for the group reservation, the added reservation will need to have its own invoice. Remember to send the reservation confirmation for the added reservation if necessary