Accepting Reservations
Last updated September 16, 2024
HotelRunner makes managing reservations a breeze! This article will guide you through the process of accepting and managing incoming reservation requests.
Managing Reservation Requests
- Access Reservations: Navigate to the "Reservations" section of your HotelRunner dashboard, usually found in the left-hand menu.
- Incoming Requests: View a list of incoming reservation requests. Each request will typically include:
- Arrival and Departure Dates: The guest's planned arrival and departure dates.
- Number of Guests: The number of guests in the reservation.
- Room Type: The requested room type.
- Special Requests: Any special requests or preferences made by the guest (e.g., early check-in, disabled access, etc.).
- Check Availability: Check the availability of the requested room type for the specified dates. If available, confirm and accept the reservation. If not, you have options to:
- Offer Alternatives: Suggest alternative dates or room types to the guest.
- Decline the Request: Politely decline the request with an explanation.
Confirming and Processing Reservations
- Guest Information: Capture the guest's full name, contact information (phone number and email address), and any additional details.
- Payment Information: If required, collect payment information, including credit card details or other payment methods.
- Send Confirmation: Generate and send a reservation confirmation email to the guest, including:
- Reservation Details: Confirm the reservation dates, number of guests, room type, and any special requests.
- Hotel Information: Include the hotel's contact information and address.
- Payment Details: If applicable, specify the payment amount, method, and any associated fees.
- Cancellation Policy: Clearly outline the cancellation policy in case the guest needs to adjust their reservation.
Managing Guest Information
- Guest Profiles: Maintain a guest profile for each reservation. This allows you to:
- Track Guest History: Store information about previous reservations made by the guest.
- Personalize Guest Experience: Use past data to offer tailored services or recommendations.
- Manage Special Needs: Record any guest preferences, disabilities, allergies, or other information that can enhance their stay.
Monitoring and Managing Reservations
- Reservation Calendar: Use a visual calendar to keep track of your hotel's occupancy and manage future bookings.
- Reservation Status: Monitor the status of reservations (e.g., pending, confirmed, checked-in, checked-out).
- Communicate Effectively: Respond promptly to guest inquiries or changes to reservations.
By successfully managing incoming reservations, you ensure a smooth guest experience, increase occupancy rates, and ultimately enhance your hotel's profitability.
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