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.
TIP: every reservation must have:
- Client Type
- Arrival/Departure
- Occupancy
- Rate & Room Type
- Guest Profile
🔔Create Reservations
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This video demonstrates the three steps required to make a reservation:
- Search for Availability
- Select the Rate & Room Type
- Add Guest Info
Here are some articles with more step-by-step information:
- How to Create a Reservation for an Individual Guest
- How to View a Room Type & Rate Description during the Reservation Process
- How to Assign a Room Number during the Reservation Process
- How to add a Second Address to a Guest Reservation
- How to Email a Reservation Confirmation or Cancellation Confirmation
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:
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:
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:
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
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This video compares two methods to search for a reservation:
- Search (basic method)
- Advanced Search F3
Here is an article with more step-by-step information:
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:
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:
This video demonstrates two ways to cancel a reservation:
- Cancel a Reservation without a Penalty
- Cancel a Reservation with a Penalty
Here is an article with more step-by-step information:
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
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TIP: for more information about routing charges, check out these routing scenarios with step-by-step instructions: How to Setup Routing
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
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
TIP: for more information about creating and managing travel agent accounts, check out these support articles: Travel Agents
TIP: for more information about creating and managing travel agent accounts, check out these support articles: Travel Agents
🔔Reservation Reports
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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.
This video shows where you can find occupancy reports, such as:
- Reservations, by created date or by arrival date
- Arrival Reports
- Departure Reports
Here are some additional Reservation reports available in RoomKeyPMS:
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