Manage reservations with unknown guests
Background
A common scenario is that the coordinator knows about a requirement for e.g 10 rooms in the camp for a period, but the names of the specific personnel are not yet decided. This article describes how such a scenario can be handled by using Webbooking.
Create reservation
- The reservation should be created, with the correct information in the reservation header.
Creating Bookings Without Guests
The Web Booking system allows you to create multiple room bookings without immediately assigning guests. This is useful when you know the number of rooms needed, but do not have complete guest information yet.
How to Create Bookings Without Guests
Step 1: Open a Reservation
Open an existing reservation, or create a new one from the reservation list.
Step 2: Fill in the Booking Details
In the Booking Table section, fill in the required booking information.
Fields for creating bookings without guests.
| Fields | Required |
|---|---|
| From | Required |
| To | Required |
| Contract | Depends on system settings. |
| Sub-contract | Depends on the selected contract. |
| Shift | Depends on system settings. |
| Roomtype | Depends on system settings. |
| Number of bookings | Required. |
Step 3: Click "Create bookings"
The Create bookings button becomes active when all required fields have been completed. Click the button to create the specified number of bookings.
Step 4: Review Created Bookings
The new bookings will appear in the booking table below. Each booking will have empty guest name fields until guests are assigned.
Assigning Guests to Bookings
After creating bookings without guests, you can assign guests at any time before sending the reservation.
It's also possible to send the request without alloctationg guests however we reccomend sending reservation with the guest. But it's possible to set the guest after processing by alloctating guests to the bookings and send an update request.
Method 1: Assign Multiple Guests at Once
1. Select bookings
Check the boxes next to the bookings you want to assign guests to.
2. Click "Allocate guests"
This opens the guest selection dialog.
3. Select guests
Choose the same number of guests as the number of selected bookings.
4. Confirm
The selected guests are assigned to the selected bookings in order.
Method 2: Assign Individual Guests
1. Click the person search icon on the booking row.
2. Select a guest from the guest list.
3. Confirm the selection. The guest is assigned to that specific booking.