Manage bookings and guests
Edit a stay, move a guest to another room, check guests in and out, handle cancellations and no-shows, and keep guest profiles tidy.
Open a booking
Click a bar on the calendar, a name in Today’s Bookings, or a row in the Booking List. The booking opens in a dialog. The header always shows the booking number, the outstanding Balance and a View Invoice shortcut. Tabs down the left cover everything attached to the stay.
| Tab | Use it to |
|---|---|
| Booking Details | Change the guest, dates, room, rate plan, rate, occupancy, source and notes. Click Save. |
| Rate Schedule | See the price of every night, with taxes and the stay total. |
| Registration Card | Print the registration card, or email it to the guest to sign online. |
| Requests | Record guest requests (extra pillows, early check-in) for the team. |
| Group Booking | See and manage the other rooms in the group. |
| Housekeeping | Housekeeping notes and status for the room. |
| Products | Add extras such as breakfast or parking. They post to the invoice. |
| History | Every change to the booking, who made it, and every email sent to the guest. |
Change dates or move rooms
- On the calendar: drag a bar to another room or date, or drag its end to lengthen or shorten the stay.
- In the booking: change Check-in, Check-out or Room on Booking Details and click Save. Only free rooms are offered.
- Mid-stay room move: when an in-house guest changes rooms partway through, the stay is split. The calendar shows one bar per room, and the invoice stays as one.
Booking statuses
| Status | What it means |
|---|---|
| Reservation | Confirmed, guest hasn’t arrived yet. |
| Unconfirmed | Tentative hold, for example waiting for a deposit. Outlined on the calendar. |
| In-house | Checked in and occupying the room. |
| Checked out | Stay finished. |
| No-show | The guest never arrived. |
| Cancelled | Cancelled, but kept on record for reporting. |
| Out of order | Room blocked for maintenance. No guest. |
Change the status from the Status dropdown, or use the Check In / Check Out button at the bottom of the booking. You can change the calendar colours in Settings → Features → Appearance (see Features, emails and extensions).
Check in and check out
- Check in: open the booking and click Check InThe status becomes In-house and the room is marked Dirty, since it is now occupied. This is the moment to confirm the guest’s details, have them sign the registration card, and take a deposit or card guarantee.
- Check out: settle the invoice, then click Check OutThe status becomes Checked out and the stay shows on housekeeping’s list. If Auto-Send Invoice on Checkout is on, the guest is emailed their invoice.
- Made a mistake? Use Undo CheckoutThis returns the booking to In-house.
Cancel, no-show or delete
- Cancel: set Status to Cancelled. The room is released and the booking and its invoice stay on record. This is what you normally want, and you can still charge a cancellation fee on the invoice.
- No-show: set Status to No-show when the guest never arrived, so it isn’t counted as a cancellation.
- Delete Booking: removes the booking completely. Use it only for genuine mistakes, such as a duplicate or a test.
Guest profiles
Bookings → Customers lists every guest with their number of stays, total paid and balance. Search by name, email or phone, filter by type or dates, and click + Add Customer to create one without a booking.
Click a guest to open their profile: contact details, every booking as the main guest or as an additional guest, and Statements. Tick several unpaid invoices and click Add Payment(s) to settle them in one go. This is handy for corporate accounts.
- Inside a booking, click the guest’s name chip to edit their details without leaving the booking.
- Use Add guest… next to the main guest to record everyone staying in the room.
- An email address is what makes confirmations, invoices and online registration cards sendable. Capture it at booking time.
Find any booking
Bookings → Booking List is a searchable table of every booking. Search by name, room or booking number, filter by state and dates, and sort by any column. Click a row to open the booking.
Common questions
What is the difference between a cancellation and a no-show?
A cancellation is a booking the guest called off. A no-show is a guest who never arrived. Use the matching status so your reports tell them apart. A cancelled booking releases the room and stays on record with its invoice, so you can still charge a fee.
How do I move a guest to another room?
Drag their bar to the new room on the calendar, or change Room on the Booking Details tab and click Save. If the guest is already in-house, the stay is split: the calendar shows one bar per room and the invoice stays as one.
I checked out the wrong guest. How do I undo it?
Open the booking and click Undo Checkout. The booking returns to In-house.
Can I see who changed a booking?
Yes. The booking’s History tab lists every change and who made it, plus every email sent to the guest.
Why can’t I check a guest out?
They still owe money and Block Checkout with Balance is on. Settle the invoice first.
Still stuck?
Our support team answers every message. Inside Roomsy, open Help → Support Request, or email us.