Booking Management

Handle everything about a booking from one place—guest info, status, payments, access, and notes.

Before You Start

• Click a booking from the calendar or list to open details.

• Confirm you’re on the correct guest and dates before making changes.

What’s Inside

• Tabs: General, Payments

  • General: guest details, booking status, bed/room, notes

  • Payments: charges, deposits, extra fees, balance

1. General Tab

Guest Information

• Name: The guest's full name.

• Phone: The guest's phone number.

• Nationality: The guest's nationality.

• Email: The guest's email address and verification status.

Booking Details

• Source: The source of the booking (e.g., Walk-In, HostelWorld).

• Notes: Any notes related to the booking.

• Status: The current status of the booking, with an option to save changes.

• Bed: The assigned bed, with an option to save changes.

Credit Card Information

• Cardholder Name: The name on the credit card.

• Card Number: The credit card number.

• Expiration Date: The expiration date of the credit card.

Booking Status

The booking status indicates the current state of a booking. The following are the possible booking statuses:

• Reserved: The reservation is reserved but not paid, and the guest's card has not been tried yet.

• Authorized: The guest’s card has been authorized successfully.

• Paid: The reservation is paid.

• Check-in: The guest has checked in but hasn’t paid yet.

• Check-in Paid: The guest has completed the check-in process and payment.

• Paid No Show: The guest paid but didn’t show up during check-in hours. This status makes the reservation disappear from the calendar page and appear in the No Show list to make the bed empty and increase the chance of getting another reservation for the same bed.

• Cancelled: For unpaid canceled reservations, either from the guest's side or by the hostel manager if the guest didn’t come.

• Waiting List: For guests who booked but didn’t pay and their cards are invalid. This status makes the reservation disappear from the calendar page and appear in the Waiting List to make the bed empty and increase the chance of getting another reservation for the same bed.

Additional Actions

• New Booking: Create a new booking.

• Move Booking: Move the booking from this hostel to another if you operate more than one hostel.

• Separate Edit: Additional editing options for the booking.

2. Payments Tab

The Payments tab provides a detailed overview of the financial aspects of a guest's booking. It includes a summary of payments received, fees, and any outstanding balance, along with options to manage payments.

Financial Overview

• Payments Received: The total amount of payments received from the guest.

• Booking Fees: The total booking fees incurred.

• Deposit Payments: The amount received as a damage deposit.

• Extra Services Fees: Fees for any additional services provided.

• Total Outstanding Balance: The remaining balance that the guest needs to pay.

Payment Options

• + Payment: Add a new payment with several options like cash, online, POS, etc.

• + Deposit: Add a deposit payment.

• + Extra Charge: Add an extra charge for additional services.

Common Actions

• Update status to Check-in or Paid at arrival.

• Assign or move beds to avoid conflicts.

• Add a quick note if anything changes (late arrival, special request).

• Add extra charges (lockers, laundry, towel) directly in Payments.

Troubleshooting

• Can’t find a booking? Check filters and the date range.

• Status won’t save? Refresh and try again—if it persists, see Contact Support.

• Wrong guest or dates? Cancel the change, then reopen the correct booking.