Booking management and views (bookings calendar and list)

Modified on Wed, 17 Sep at 5:14 PM

TABLE OF CONTENTS

Booking management views
- Bookings calendar
- Bookings list
Booking management

Booking management views

Moder offers two booking management views essential for daily operations: the bookings calendar and the bookings list. These tools give you flexibility in how you track and manage reservations, and we’ll explore each of them in more detail next.

Bookings calendar

The booking calendar is a key tool in Moder, offering a clear overview of all bookings, room statuses, and reservation states at a glance. It helps you monitor bookings, manage room usage, and make necessary changes efficiently. This guide explains the main features of the booking calendar and how to use them.

Color codes for bookings

In the booking calendar, bookings are color-coded based on their status and source:

Blue background:
Active bookings with check-in or check-out today, or currently ongoing stays.
Green background:
Future bookings that have not yet started.
Purple background:
Bookings from sales channels (e.g., Airbnb, Booking.com). The sales channel icon indicates the platform the booking originated from.
Brown background:
Out of order bookings that block the room from being sold.
Orange background:
Double bookings, where overlapping reservations are displayed with an orange background (e.g., room 210).

Payment status color codes and symbols

In the booking calendar, payment indicators provide a quick overview of the payment status for each booking:

Red triangle: The booking has not been paid at all.
Orange circle: The booking has been partially paid.
Green checkmark: The booking has been fully paid.
Purple upward arrow: The booking has been overpaid.

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

In the booking calendar, the following symbols are associated with bookings:

Chain link icon in front of the name: The booking is part of a group reservation.
Arrow (->) in front of the name: The booking has been checked in.
Checkmark after the name: The booking has been checked out and fully paid.
Arrow (->) after the name: The booking has been checked out, but part of the payment is still pending.

Red Flag – Booking Requires Attention

If you see a red flag in the calendar, it indicates that something needs to be fixed in the booking. For example, the booking duration has been changed, and some additional services have become orphaned and require editing.

To resolve this:

Open the booking
Go to the Products tab
Edit or remove the affected additional services

Once the issue is resolved, the red flag will disappear.

Room status symbols and details

Each room's current cleaning status is displayed next to its name with a symbol:

Green checkmark: The room has been inspected.
Blue stars: The room is clean.
Red hand: The room is dirty.
Gray stop sign: The room is out of use.
Question mark (?): No cleaning status has been assigned to the room yet.

You can change the cleaning status of a room directly from the booking calendar:

Click on the room name to open the status options.
Select a new status from the drop down menu.

Additionally, you can view extra room details, such as the number of guests and any notes added from the property information.

Reordering room categories in the booking calendar

You can rearrange the order of room categories in the booking calendar by following these steps:

Click the "Reorder" button in the top-right corner of the booking calendar.
Drag and drop the room categories into your desired order.
The new order is automatically saved.

Note: The order of rooms within a category cannot be changed—they are displayed in alphabetical or numerical order by default.

The booking calendar provides a comprehensive view of your property's booking status, room conditions, and payment information, making daily management and room operations more efficient.

Bookings list

The Booking List is one of Moder’s most essential tools. It gives you an instant overview of all bookings for your property, allows you to manage them efficiently, and lets you easily edit or view individual reservations. Powerful search functions and filters help you quickly find exactly the bookings you’re looking for.

Overview of the Bookings List

The Bookings List Has Four Tabs:

All: A list of all bookings
Arrivals: Bookings arriving today
In-house: Guests currently staying
Departures: Bookings leaving today

Search functions

You can search for bookings using a variety of details such as the guest’s name, booking number, phone number, or email address. This is a fast and flexible way to locate individual bookings even in large datasets.

Using filters

The booking list includes various filters to help you view bookings based on specific criteria. For example, you can filter to show only unpaid bookings or include cancelled ones in the list. Filters help you manage bookings more efficiently and focus on the ones that matter to you.

Filter Options:

Date Range: Select a start and/or end date
Location: If you have multiple locations, you can narrow the view to a specific one
Product Types: Choose whether to view all bookings, or only accommodation or activity bookings
Statuses: Filter by room or booking status
Other Filters: Show all bookings, hide cancelled ones, or view only cancellations — whichever suits your current needs

Payment status

On the right-hand side of each booking row, you’ll see a payment status icon, showing the booking’s payment status at a glance. These icons are the same as those used in the booking calendar:

Red triangle: The booking has not been paid.
Orange circle: The booking is partially paid.
Green checkmark: The booking is fully paid.
Purple upward arrow: The booking has been overpaid.

External sales channel bookings

If a booking originates from an external sales channel, such as Airbnb or Booking.com, the channel name is displayed below the customer’s name. This helps you identify the source of the booking and manage channel-based reservations efficiently.

The booking list offers a clear and effective way to manage your property’s bookings. Utilize search functions, filters, and payment status tracking to ensure smooth operations and excellent customer service.

Bookings list - Arrivals View

The Arrivals view shows all bookings arriving today that have not yet been checked in. Once a booking is checked in, it moves to the In-House view. This view is a great way to track who is still expected to arrive today.

Key Features:

Filter by: Location, product type (overnight or hourly), or cancelled bookings
Search by: Booker’s contact details
Print: Use the print icon to generate a printable list of today's arrivals

Bookings list - In-House View

The In-House view lists all bookings currently inside the property. It gives you a real-time overview of the bookings that are actively in-house.

How It Works:

Today’s arrival: When a booking is checked in on its arrival date, it moves to the In-House list.
Stayover bookings: All overnight bookings automatically appear in the In-House view, even if not manually checked in.
Today’s departure: A booking with a check-out date remains on the In-House list until it’s checked out. Once checked out, it is removed automatically.

Key Features:

Filter by: Location, product type (overnight or hourly), or cancelled bookings
Search by: Booker’s contact details
Print: Use the print icon to generate a printable list of guests currently in-house

Example below: Printed view from the In-House list

Bookings list - Departures View

The Departures view lists all bookings scheduled to check out today.This view shows the current status of departing guests for the day.

Key Features:

Filter by: Location, product type (overnight or hourly), or cancelled bookings
Search by: Booker’s contact details
Print: Use the print icon to generate a printable list of today’s departing guests

Booking management

Booking preview

The Moder booking preview view provides a quick and clear overview of the customer’s booking details at a glance. You can see essential information such as check-in and check-out dates, room or service type, group, billing, payment and order details, as well as any booked and purchased add-on services.

Check-in and check-out buttons

In this view, you can toggle the check-in and check-out buttons on or off. Note that these buttons can be activated at any time on a booking—activating them does not require a payment or the customer's physical arrival. The use of these buttons is neither mandatory nor enforced for Moder’s functionality.

Buttons in the preview view

The top of the preview view features several useful buttons. For example, you can copy the booking number, print the traveler form, and print the order if one has been added to the booking.

Copy booking number - This button allows you to conveniently copy the booking number. This feature is handy if you want to locate the booking on the Bookings List or link the booking as part of a group booking.

Copy preview link - You can copy the booking’s preview link, which can be pasted into a browser. This feature is useful when you want to easily share booking details with a colleague via a link or add booking details to an order.

Print order summary - This option is available if an order has been added to the booking. You can add an order in the booking’s Edit view.

Print traveler form - From here, you can print the traveler form. If the customer has completed the form via GuestApp, you can print the filled form; otherwise, a blank form template will be printed.

Completed traveler form is displayed clearly on the booking:

Group Booking Name. If a booking is part of a group booking, the group name will be shown in the view. By clicking the group booking name, you’ll be taken directly to the group booking page.

Group tab

The Group tab is visible if the booking is part of a group. In this view, you can create a new booking or link an existing booking to build a group booking.

Use the Add button to include an existing booking using its booking number.
The Edit button allows you to create a new booking from scratch within the group.
You can remove a booking from the group using the Remove button.

Invoicing tab

The Invoicing tab

provides a clear and efficient overview of all invoices related to a booking or group booking, including the status of unpaid invoices. There may be multiple invoices listed here.

You can see the payment status for each invoice, print a receipt, or create a new invoice for the booking.

Invoice Payment Status

The status of any unpaid invoices is shown at the bottom of the view, making it easy to check whether there is anything outstanding for the booking.

You can quickly create an invoice for unpaid products and services directly from this view. This makes it especially useful when, for example, a customer is checking out, or when you want to review outstanding balances for a group booking.

Create a New Invoice

Click the Create Invoice button to generate a new invoice for the booking.

If the booking is a group booking (as shown in the example below: Booking group for 2 rooms), this feature allows you to create a single consolidated invoice for the entire group at once.

Viewing an Invoice

If an invoice already exists for the booking, click on the invoice number to open it directly. From there, you can easily make edits or record payments.

Payments tab

You can record payments either by opening the invoice or directly from the Payments tab in the booking preview.

There are two ways to record a payment:

Payment entry on the invoice (recommended). This ensures the payment is tied to the invoice and marks the corresponding product rows as paid. It also ensures advance payments and reporting are handled correctly.
Payment entry on the booking. If you're not creating an invoice in Moder (e.g., you’re billing through external accounting software), you can log the payment directly to the booking. This might apply to specific bookings or booking groups handled outside Moder.

Managing Payments on the Invoice

You can add, remove, or edit payment entries directly by opening the invoice.

Recording Payment on the Booking

To add a payment directly to a booking, go to the “Booking Only” tab.

⚠️ Note: Payments recorded directly on the booking cannot be edited or deleted.
If you need to correct or cancel a payment entry, you must create a reverse entry by adding a new payment with a negative amount.

Messages tab

In the Messages tab, you can:

Send confirmation messages for individual bookings or group bookings
Retrieve the GuestApp link in different languages
Send a PIN code via SMS to the phone number of your choice

Traveler form and printing

In Moder, the traveler form can be handled conveniently in two ways:

Using the GuestApp feature, where the customer fills out the form electronically before arrival. This speeds up the process and reduces paperwork.
Printing a PDF template from the booking, which the customer can complete upon arrival.

Both methods ensure that the necessary information is collected easily and securely, making the process smooth for both you and the customer.

How does the traveler complete the form?

Your traveler can conveniently fill out the form in GuestApp. Customers can access GuestApp through their booking confirmation.

Below is an example of the customer’s GuestApp view. Note that customers can complete the traveler form at any time once the booking is added to Moder.

Required fields for the traveler form:

First and last name
Address, postal code, and city
Country
Nationality
Date of birth
Visit details (auto-filled from the booking)
Names and birthdates of co-travelers
Signature

While passport or ID card numbers are not mandatory fields, these details are still requested and can be provided if the traveler wishes.

Traveler form as a PDF file

If the traveler has not completed the form in advance, you can always print a blank traveler form from the booking. To do this, go to the booking preview view and click the button "Print traveler form."

This action generates a pre-filled traveler form containing the booking details, which you can download as a PDF file or print immediately for the traveler to complete and review.

Printing the traveler form

Regardless of whether the traveler has completed the form in advance via GuestApp or not, you can always print the form by following the instructions above. If the traveler has already completed the details electronically via GuestApp, you can conveniently print them using the same method.

Door code

This section is for you if your accommodation uses door codes and you manage them. If your property does not use door codes, feel free to skip to the next section.

NOTE! If you currently have or plan to implement a lock integration, make sure to review the Integrations course. Lock integrations involve specific considerations, such as when a booking is moved or edited, which are explained in detail in the Integrations course.

In Moder, each room's door code is set individually under Units in the products section. This process is covered in the "Building Your Accommodation" course. If you need a refresher, revisit that course.

Door code functionality

The door code remains hidden from the customer until their check-in time begins. Once the check-in time arrives, the code is automatically displayed to the customer in their GuestApp, allowing them seamless access to their room. This ensures security and a smooth check-in process without additional steps.

Door code in GuestApp

The door code works in GuestApp as follows:

You set the door code in advance under the Units section for the property.
This specific door code becomes visible to the customer in GuestApp as soon as their check-in time starts.
The door code remains available to the customer throughout their stay, until the specified check-out time.

In the example below, the door code remains hidden from the customer until their check-in time (e.g., 3:00 PM):

Once the check-in time arrives, the door code is made accessible to the customer in GuestApp, allowing them entry to the property until their check-out date.

Door code via SMS

You can also set the door code to be sent to the customer via SMS. Scheduled SMS messages can be managed under the Customers section in Moder. The door code will be sent at the scheduled time specified in the SMS settings before the customer's check-in.

For more details about scheduled messages, refer to the "Customer Communication" course.

Moving a booking to a different property or room after check-in time has started

Occasionally, you may need to move a customer to a different room or property. If this happens, the door code in GuestApp will automatically update to reflect the new room or property once the booking is moved in Moder. The customer will instantly see the updated door code in their GuestApp.

Note: A new SMS will not be sent to the customer, even if you move the booking to a different room or property.