How to Create a Room Booking

Modified on Tue, 18 Jan, 2022 at 11:00 AM

By the end of this training article you will be able to:

Make a room booking from Reservations > Room booking

Make a room booking from Reservations > Availability

Make a room booking from Reservations > Room rack

Understand the Rate Query

Understand all the tabs in the Room Booking screen

Reservations > Room Booking

Start by selecting room booking inside the reservation’s menu, this will open the below window.

Click inside the Guest Field - either a double click or using F8 will open the guest wizard (the guest wizard contains all existing profiles in HART). Type in at least two letters into the surname to start searching for an existing profile. If you find the profile you are looking for, double-click on it to pull it into the booking.

If your search does not find an existing profile for this guest use the New button. This will open the following window;

Fill in all know details and press Save.

HART Tip: All yellow fields are compulsory. This wizard works with postcode look-up. Simply type in the postcode and tab into the address field and it will pull up a list of possible addresses.

Follow the same procedure with the Shared Guest if there is one.

Next, work your way from the left to the right along the top screen.

The Status is set to Definite by default. If you wanted to add this reservation to the waiting list, select this status by double-clicking into this field. The ID populates automatically once this booking is saved.

Now add the Arrival Date and arrival time if known, Departure Date and time if known, how many Adults, Children, Pets, Extra Beds, or Baby Cots are required.

Now navigate to the Rate Plan field and double click, this will open the rate query.

The Rate Query shows you all the rates available for the dates and number of adults (i.e. single, double or triple occupancy). Double click directly onto the desired rate and room type to select your rate.

Rate Query Walk Through

Dates: shows the arrival and the departure date for the booking we are selecting a rate for
Type: displays the room type/ rate category we have selected for this booking
Rate: displays the bedroom rate/ accommodation charge per night for the room type we have selected

Unit: shows the unit we are booking a room for
Discount: free type any agreed discount in here. If % is checked the discount is the percentage of the accommodation charge
tab this box to authorise the discount, or check OK to apply the rate and the option to authorise the discount pops up automatically
Final: displays the final rate agreed after having added the discount. If over typing the final rate in here the discount will adjust automatically.
Show All: check show all and search to see all available rate plans, not just the filtered version relevant to the booking we are currently working on

Group: is used to filter all rate plans by rate groups, if these have been set up by the sale manager
OK: applies the rate to the booking and closes the screen
Rate Matrix: shows the user todays rate matrix as its set by unit, revenue, room type, level and if the rate matrix was set by occupancy, demand or hybrid
Size: expands the window and displays all rate levels for the entire stay of the booking we are working on

Daily: displays the daily actual rate available for the booking

HART Tip: The Daily rates to the top right-hand side of this screen shows you the actual rate per day if the rates can be flexed within a rate plan. The main screen shows an average rate per night for bookings that last longer than one night to make quoting a rate easier.

Once you have double-clicked onto the desired rate, the rate will show inside the final rate window on the right-hand side. A discount can be applied by either using the discount field as an amount or a percentage (make sure to tick the % symbol) or by simply overwriting the final rate. A password is required to proceed.

If Show all is ticked and search is applied this will show you all rates available for this date, even if not relevant to the room booking you are currently working on, groups will show you all rate groups, it is useful if the hotel has numerous rate plans.

Now use OK and your chosen rate plan will show inside your booking.

Press F3 to save. You have now created a simple room booking via Reservations > Room booking.

Availability > Room Booking

To create a room booking from the Availability Screen navigate to Reservations > Availability.

Select the From and To date required and press CTRL+ R to run the report. The top screen displays the number of rooms available; the bottom screen shows the rates available for this date.

To create a room booking for room type INT from Friday the 21/02/2020 for one night, left click onto the 5 available rooms inside the INT column for the 21/02/2020

which will open this message now left click onto the 1 available room inside the INT room type for Friday the 22/02/2020

Select yes to proceed, no to start again. This will open a room booking window with arrival and departure date already filled in. Now proceed as above to complete this booking.

Reservations > Room Rack

To create a room booking from the Room Rack, open Reservations > Room rack. The advantage of doing this method is that an actual bedroom is automatically allocated while booking a bedroom.

Select the desired month at the top of the menu, search for the day the guest wishes to arrive and double click into the field in line with the desired bedroom number on the right-hand side. The example below was created by double clicking into the 25/02/2020 for room 02D.

By default, the system creates a one-night booking, if the duration is longer either amend the departure date or use the up and down arrow to increase or decrease the room nights.

Now repeat the steps from above to complete the room booking.

Modifying a Reservation

The 4 grey buttons at the top are as follows:

Availability: open the availability screen in Reservations
Modify: allows you to cancel this booking (select lost, turned down or cancel)
Copy: allows you to copy this room booking multiple times

Swipe: is not used in the UK