View a reservation

Reservations arrive automatically from your connected channels and appear on the Calendar. Each stay shows as a bar on its unit’s row, spanning check-in to check-out.

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Open a reservation

On the Calendar, tap a reservation’s bar to open the Reservation Details sheet. The top of the sheet shows the booking’s headline (the booker’s name, its status, and the price), followed by the sections below. Drag the sheet down to park the reservation as a bar above the tabs, then tap that bar to bring it back. See Detail sheets.

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Send a booking to a colleague

With a reservation open, the address bar points at that specific booking, so you can copy it and send it on. On the web app, Copy in the sheet’s header puts that link on your clipboard; opening it takes your colleague straight to the same booking.

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Booker and guests

The Booker section names the person who made the booking, with a Call button and the same ⓘ every person row carries, which opens their details, where you can message them. A booker is the booking’s contact, nothing more: booking a stay says nothing about sleeping in it, and on a corporate or agency reservation the booker never arrives at all. The booker is never counted, registered or filed as a guest just for being the booker. The Guests section below lists the people actually on the stay: everyone whose ID has been captured, by a desk scan or through self check-in. If the booker is staying, scanning their ID at check-in puts them here like anyone else. Tap any guest to open their details, where you can view their profile and contact them. See Manage guest details. Use Scan ID / passport to capture a guest’s identity document; the app reads it and fills in the details. Full steps are in Scan a guest ID or passport.

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Reservation information

The Reservation Information section shows the stay at a glance:

• Booking reference: the short code the guest can use to identify the booking.
• Booked via: where the booking came from: a channel such as Booking.com or Airbnb, or Direct for bookings you took yourself.
• Check-in and Check-out: the day of each, with the hour that stay keeps: your property’s own check-in and check-out times, or a different hour you have granted this booking.
• Duration: the number of nights.
• Occupancy: the party, counting adults, children, and infants.
• Unit: the unit the guest is staying in, with that room’s readiness beside it, so you can tell before check-in whether the room is ready. For a group booking this becomes Units and lists every unit in the stay, each with its own readiness. See Room readiness.
• Special request: what the guest typed in the channel’s special-request box, in their own words. It appears only when the channel sent one, and it covers anything they chose to write there: a quiet room, a late arrival, a dietary need. Anything the kitchen needs to act on is worth copying into the stay’s dietary note, which is what the breakfast service list shows.

Expected arrival sits directly beneath check-in, because the two are easy to confuse and mean different things. Check-in is the hour you open. Expected arrival is when the guest thinks they’ll turn up, which is usually later. A guest telling you when they’ll arrive does not change anything on your side: their hour is information, not an arrangement, and your cleaning stays planned around your usual check-in time. To give one stay a different hour, change Check-in time on the Edit form. It starts at your property’s own hour; changing it moves both what the stay shows and the cleaning deadline for that room. It does not move the previous guest’s check-out, so the turnover simply gets shorter. That squeeze is what you are taking on. Telling the guest is up to you: the app does not message them. A late check-out works the same way from the other side. Change Check-out Time on the Edit form to let one stay leave later than your usual hour: the stay shows the new hour, the room’s cleaning is planned from it rather than from your property’s check-out time, and the guest’s portal shows it as the time they need to be out by. Left at your property’s own hour, nothing is recorded. It reads as a single hour, or Not given when nobody has said anything yet. An hour earlier than your check-in time shows in amber: the guest is asking to arrive before you open, and you have not agreed to it. Arrival times booked through a channel come across automatically where the channel collects them. Both are always shown in the property’s own local time, whatever time zone you’re in, and written the way your own device writes times. House Rules appears once the guest has agreed to them, reading Accepted with the date. Guests agree once for the whole booking, so one acceptance covers everyone on it.

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Check a guest in or out

Beside the status badge at the top of the sheet is the stay’s next step: Check in while the guest is due to arrive, Check out once they are checked in. You never have to open the Edit form to mark an arrival. Tapping it records the moment there and then. There is no confirmation step in between, because everything worth going over first is already on this screen:

• On an arrival, the Guests section is the review. Its summary line reads the party as the booking states it and how many IDs are on file (for example 2 adults, 2 children · 1 of 4 IDs on file), measured against how many people the booking says are staying rather than just the names it arrived with. People the booking expects but doesn’t name yet show as their own line, for example 1 more guest expected. Scan ID / passport records them on the spot. Check the names against the people at the desk, scan what is missing, then tap Check in.
• On a departure, the Folio and tourist tax cards further down carry whatever is still outstanding; settle them, then tap Check out. On a booking from a channel that includes the room, marked From channel, and anything the channel already took off it (more).

Nothing here refuses the recording: a guest is at the door whether or not their passport has been scanned, and the arrival is worth knowing about either way. Straight afterwards the status badge shows what was recorded, and a moment later the button offers the next step. There is no undo: if you tapped the wrong reservation, put the status back from the Edit Reservation form. Every row on Today carries the same button, and tapping it there brings you here first. The recording always happens with the stay in front of you. When there is nothing to record (the guest has already checked out, or the booking was cancelled), no action appears and the status badge under the guest’s name says where the stay stands.

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Self check-in link

Near the bottom of the sheet, Self check-in link gives you that booking’s check-in as a link you can send yourself, over WhatsApp or any other channel the guest answers on. Preview opens it as the guest sees it. Full steps are in Send the check-in link.

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Check-in invitation

Just below, Check-in invitation tells you what the automatic invitation did: the address it went to, the date, and how many times it has been sent. When the mail bounced or the address refused it, that’s shown here in red, which is the one case worth acting on: fix the address on the guest, then tap Send again. Preview email shows you the message itself, exactly as that guest receives it, so you can answer a guest who asks about it. Send invitation appears when nothing has gone yet, and Send again once something has. Either works even if the property has automatic invitations switched off in Guest emails: asking for it is the override. When a booking arrived with no email address at all, the section says so and offers no button. Use the Self check-in link above instead.

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Cancel a reservation

Scroll to the bottom of the sheet for Cancel reservation. It asks you to confirm first, naming the guest, because cancelling frees the unit for those nights. An Undo appears immediately afterwards, but only then. Cancelling is a separate permission from editing, so it appears only for team members who hold it. It also appears only while a cancellation still makes sense: once a guest has checked in, the stay ends with a check-out rather than a cancellation. Bookings from a connected channel are cancelled on the channel, and the cancellation syncs back in.

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Edit a reservation

Tap Edit () in the sheet’s toolbar to open the Edit Reservation form. You can change the stay’s status, its dates and check-out time, the expected arrival time, the unit, the occupancy counts, and the pet, accessibility, and dietary notes. Tap Save to apply your changes. If the dates or unit you pick clash with another booking on the same unit, the form shows a warning naming the conflicting stay (This unit is already booked…), and Save stays off until you adjust the dates or pick another unit.

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Breakfast

If the property serves breakfast, a Breakfast section lists the mornings this stay is due, one row per morning, with the covers and where it goes. Mornings that have already passed carry two buttons: mark the morning served or not taken. An unresolved past morning is highlighted, because at check-out it is the one thing still open. A morning nobody has settled still counts as owed. Only breakfasts the guest is charged for are totalled, and that total is the same figure that reaches their bill. An included or complimentary breakfast shows no price, since it was either paid for inside the room rate or is not being charged at all.

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Taking a breakfast off the bill

To waive a morning the guest is charged for, use the gift button on its row. It marks that morning complimentary and takes it off the bill; tap it again to charge for it after all. Unlike not taken, it works on mornings still to come, so you can settle a complaint while the guest is still with you, and it does not claim they skipped a breakfast they actually ate. The row then shows who made it complimentary. A morning not taken shows Not charged rather than a price, so the mornings on screen always add up to the total beneath them. Mornings a channel sold have no gift button, since the guest paid the channel for them. Add your own discount to the folio instead.

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Checking breakfast against the bill

The Folio’s breakfast line lists every morning of the stay underneath it: the date, who ate (2 adults · 2 children), and what that morning came to, so you can go through the bill with the guest without leaving the folio. Mornings nobody is charged for are listed too, saying Complimentary, In the rate or Not taken where the amount would be, so there is never a morning missing from the account. Above those mornings sits the rate they were charged at: Adults €12.00 · Children €6.00, or €12.00 per person where children pay the same. It is the rate that applied when each morning was priced, not the one in your settings today, so raising your breakfast price never rewrites a bill a guest has already seen. If the mornings on one stay were charged at different rates, no rate is shown: the per-morning amounts are the truth there. A morning whose split was never recorded (one a channel sold without saying who was eating) shows the number of covers instead. Every other line on the folio shows its own working the same way: a room rate reads €91.00 × 3.

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Tourist tax

The Tourist tax section works out the tax due on the stay from your property’s tax instructions. What you see depends on the property’s setup and whether the tax has been worked out yet:

• No tax instructions yet: if the property hasn’t been set up for tourist tax, the section prompts you to add a tax brief in the property’s tax settings.
• Not calculated yet: once the property is set up, a Calculate tax button appears. Tap it to work out the tax for this stay.
• Provisional estimate: if some details are missing (for example a guest’s age), you’ll see an Estimated total marked Provisional estimate: see what’s still open under How this was worked out. Tap How this was worked out to see what’s open, fill it in, then recompute for a final figure.
• Total: a worked-out total with a line per group of guests. Where the tax has a nightly rate, a line shows it, after the number of guest nights when the calculation gives one (for example Youth 7-17, half rate (1 x 3 nights) · 3 × €1.57), so reduced rates and exemptions read at a glance. A confidence level of low, medium, or high confidence sits underneath, labelled AI estimate, verify before remitting. Tap How this was worked out for the calculation’s own explanation.

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Tax note

At the top of the section, Add a tax note lets you tell the calculation what the booking itself doesn’t say, for example “the guest showed a spa referral” or “checked the guest’s disability card at arrival”. Only staff who can edit the booking see and write the note, and the calculation trusts it: where the tax instructions grant a reduction for that reason, it applies it. Tap Edit to change the note later. The reservation’s Activity shows who added, changed or removed the note and when, but never its text; staff who can’t see the note don’t see these entries either. The calculation is told not to apply a reduction the guest only claims in the booking’s other notes, such as a special request mentioning a disability card: it charges that guest in full and lists the claim under the breakdown, for example Henri Moreau · disability card (guest’s claim, not applied). It is an AI estimate, so check the lines: if a guest shows as exempt or reduced for a reason other than their age, with no tax note behind it, write in the tax note that you haven’t seen proof (for example no disability card seen), then tap Recompute. If you’ve seen the document, write what you saw in the tax note and tap Recompute: the tax note is what the calculation trusts, and the reduction applies when your tax instructions grant it for that reason. When a stay that already has a figure changes its dates, number of adults, children or infants, notes or room price (from the channel too), or you save or change its tax note, the section shows The booking, its tax note or the property’s tax category changed since this was calculated. The same happens to stays that haven’t ended yet when the property’s tax category changes, or when a change of country changes what that category means. Tap Recompute to update the figure. A guest’s date of birth or a guest added to the party doesn’t show the hint, so tap Recompute after those too.

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Recompute and adjust

Two actions are available on a worked-out figure:

• Recompute: re-runs the calculation, picking up any details you’ve since added.
• Adjust: lets you enter the amount yourself. An adjusted figure shows as an Adjusted total alongside the auto-calculated amount; tap clear adjustment to drop your override and go back to the calculated total.

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Tasks

When cleaning or turnover tasks are linked to the stay, the Tasks section lists them with their status and the staff member assigned. Tap a task to open it. See Manage tasks.

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Activity

The Activity timeline records the history of the reservation (what changed, when, and who changed it), so you can see how a booking has evolved. The property-wide list, with rate changes beside it, is under the property’s Settings, Activity. See Property details.

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Reservation statuses

A reservation’s status shows where the booking is in its lifecycle:

• Requested: the booking has been requested but not yet confirmed.
• Confirmed: the booking is confirmed and upcoming.
• Checked In: the guest has arrived and is staying.
• Checked Out: the stay is complete and the guest has left.
• Declined: you turned the request down, so it never became a booking.
• Cancelled: the booking was cancelled.
• No Show: the guest didn’t arrive for a confirmed booking.

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Group and multi-unit bookings

When a single booking spans more than one unit, the sheet groups guests by room and the Units row lists every unit code in the stay, so you can see the whole party and all the rooms in one place. Each code carries its own readiness, so a party arriving into three rooms tells you which one is still outstanding rather than giving one answer for all three.

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