Create bookings
The quickest way to create a booking is from an inquiry. To do that, follow these steps.
If you don't have an inquiry, you should create it from the contact record that would sign the contract. Proceed with the steps below.
After you save the booking, you can add guestroom blocks and events.
To create a booking
- From a contact, click New in the Bookings or Bookings (Agent) section.
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Complete the applicable fields.
| Information | |
| Booking Post As | The name of the booking as you want it to display in the contract and other documents. |
| Abbreviation | The booking abbreviation as you want it displayed in the GRC report. If you don’t enter an abbreviation, this field will display the Booking Post As (up to the first 24 characters) when you save the record. |
| Arrival/Departure | The booking's arrival and departure dates. |
| Status | Indicates the stage of your agreement with the customer. After you save the booking, use the Change Status button to adjust.
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| Revenue Type |
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| Booking Type | More specific than market segment, this further describes the kind of business (for example, Social, Wedding, or Conference). |
| Meeting Class | Can be used to classify the business to something more specific than the booking type. |
| Market Segment | The market segment for the booking, which may be different from the account's market segment (for example, Corporate or Association). |
| Lead Source | Indicates how the business learned about your property. |
| Housing Method | How the group will handle their guestroom reservations (for example, Individual Call-In or Rooming List). When selected on the booking page, the Housing Method will automatically default on newly created room blocks. |
| Decision Due | Used for prospect and tentative bookings to remind you when to follow up to move the booking forward. When tentative, indicates the date by which the group should return the signed contract. This date is automatically calculated using the number entered in the Default Booking Decision Days field on the Property page. |
| Cutoff Date | Used for definite bookings that have guestrooms. Indicates the date by which the group is required to finalize guestroom reservations (typically 30 days prior to the group's arrival). This date is automatically calculated using the number entered in the Default Booking Cutoff Days field on the Property page. If one of the room blocks on a booking is at a different property, that property's Default Booking Cutoff Days value will be used to calculate the room block's cutoff date. This means that a booking's cutoff date might differ from one or more of its room blocks. |
| Booked | The date the booking was created. This date is automatically set when you save the booking. |
| Materialization % | The percentage of certainty that the booking will turn definite. Displays on the Availability page. |
| Primary Inquiry | The name of the inquiry that the booking was created from (if applicable). The booking may have additional inquiries linked to it, which are displayed in the Inquiries section. See Use Multi-Link. |
| Comments | Additional information that will help the booking owner and other users who are sourced on the booking to manage the business. |
| Booking Sources | |
| Additional Sales Manager Catering Manager Service Manager Other Manager Other Source 1 - 4 Service Assistant |
Gives your team members access to your bookings. Find and assign the booking to the appropriate user. This user will be allowed to edit the booking, including its guestrooms and events. They may also be able to delete events on the booking if this option has been enabled in your org. Your administrator can activate workflows that trigger reminders and assign activities to the individuals sourced on a booking (not just the booking owner). For example, you could have a workflow to call for the final guarantee three days prior to arrival and assign that task to the user listed in the Catering Manager field. You could have another workflow for the Additional Sales Manager to send a welcome email one day prior to arrival. |
| Customer Information | |
| Account/Agency | The account or agency associated with the booking. |
| Contact/Agent | The account's primary contact, or the agency's primary agent. |
| Onsite Contact | The contact who will be present during the booking's events. |
| Commissionable | If the booking is associated with an agency that will be receiving a commission for referring the group to your property, this check box is selected. |
| Commission % | The commission percent awarded to the referring agency. The Commissionable check box must be selected. |
| Billing Information | |
| Master Billing Room and Tax Billing Catering Billing Billing Comments |
Indicate how the group will handle billing arrangements, and enter any billing-related comments for the booking. |
| Group Resume | |
| Group Profile Reservations Front Office Bell Desk/Valet Accounting Housekeeping |
Provide the instructions that need to be distributed to each operational department to prepare for the group's arrival. This typically does not include information that is included on the BEO. |
| Lost Business Information | |
| Lost Reason Date Lost to City Lost to Competitor Lost Comments |
If the booking is Lost, Cancelled, or Turned Down, these fields are completed in the Change Status window to provide additional information about the lost business. |
The required fields are displayed with a red indicator. These fields must be completed before you can save the record.
- Do one of the following:
- Click Save to save your changes and open the Booking page where you can block guestrooms, create booking events, add activities, and record booking transactions.
- Click Save & New to save your changes and create another new booking.
- Click Cancel to discard your changes.
The Guestroom Information, Forecasted and Actual Revenue, and Blended Revenue sections are automatically calculated when you add guestroom blocks and events to the booking.