Support Centre

Reservation Agent Getting Started Guide

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Use the following videos and article links to learn about common Reservation Agent tasks and functions in RoomKeyPMS.

🔔Overview of Reservations

Reservations are a digital record of a guest stay. This video explains how these can be categorized by status, and what is included in every reservation.

🎦What are Reservations?

TIP: every reservation must have:

  • Client Type
  • Arrival/Departure
  • Occupancy
  • Rate & Room Type
  • Guest Profile

🔔Create Reservations

Click below to watch our videos:

🎦How to Create a Reservation

This video demonstrates the three steps required to make a reservation:

  1. Search for Availability
  2. Select the Rate & Room Type
  3. Add Guest Info

Here are some articles with more step-by-step information:

🎦How to Add a Reservation to the Waitlist

You can add a reservation to the Wait List if it is missing a required feature. 

For example: the rate or room type that the guest wants to book is not available, or the guest is not able to provide their credit card details to guarantee the booking.

Here is an article with more step-by-step information:

🎦How to Create a Corporate Reservation

This video demonstrates how to make a reservation for a corporate guest using the CORPORATE Client Type; and includes how to select the corporate account and corporate rate during the booking process.

Here is an article with more step-by-step information:

🎦How to Create a Group Reservation

This video demonstrates how to make a reservation for a group guest using the GROUP Client Type; and includes how to select the group block and group rate during the booking process.

Here is an article with more step-by-step information:

🎦How to Create a Wholesaler Reservation

This video demonstrates how to make a reservation for a wholesaler guest using the WHOLESALER Client Type; and includes how to select the wholesaler block and wholesaler rate during the booking process.

Here is an article with more step-by-step information:

🔔Basic Reservation Functions

Click below to watch our videos:

🎦How to Search for a Reservation

This video compares two methods to search for a reservation:

  1. Search (basic method)
  2. Advanced Search F3

Here is an article with more step-by-step information:

🎦How to Change a Reservation

This video demonstrates how to change the following features of a reservation:

  • Client Type
  • Arrival/Departure Dates
  • Occupancy
  • Room Type & Rate

Here is an article with more step-by-step information:

🎦How to Edit/Add Guest Info
🎦How to Copy a Reservation

This video demonstrates how to use the New Res Add-on tool to copy a reservation. Using this method to copy a reservation is an easy way to book two or more rooms for one guest without having to create a group block. 

Here is an article with more step-by-step information:

🎦How to Cancel a Reservation

This video demonstrates two ways to cancel a reservation:

  1. Cancel a Reservation without a Penalty
  2. Cancel a Reservation with a Penalty

Here is an article with more step-by-step information:

🎦How to Reinstate a Reservation

This video shows how to reinstate a reservation with and without a cancellation fee. Here is an article with more step-by-step information:

🔔Advanced Reservation Functions

Click below to watch our videos:

🎦How to Setup Routing

TIP: for more information about routing charges, check out these routing scenarios with step-by-step instructions: How to Setup Routing

🎦How to Add a Guest Share
🎦How to Setup Tasks

TIP: for more information about managing tasks and the Message Center module, check out this video clip from the Clerk Management, Permissions and Communication Webinar: How to Assign Tasks and Reminders

🎦How to Override a Rate

This video demonstrates how to use the Enable Rate Override tool to change the room rate price from $123.00 to $119.00 per night on a reservation.

Here is an article with more step-by-step information:

The following clerk permission is required to use the Enable Rate Override tool: Reservation Management Permission 342, Rate Override

🎦How to Add a Guest Service

TIP: for more information about creating and managing travel agent accounts, check out these support articles: Travel Agents

🎦How to Attach a Travel Agent

TIP: for more information about creating and managing travel agent accounts, check out these support articles: Travel Agents

🔔Reservation Reports

Click below to watch our videos:

🎦Activity Log

You can view a log of changes made to a reservation using the Activity Log found in the Operations menu. This video shows how to access and understand this report.

🎦Occupancy Reports

This video shows where you can find occupancy reports, such as:

  • Reservations, by created date or by arrival date
  • Arrival Reports
  • Departure Reports

Accessing RoomKeyPMS requires an internet connection. If your internet goes down, you can use the Smart File Backup button from the Login Page to access emergency reporting

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