Wix Hotels by HotelRunner: Managing Your Reservations

9 min read

The Reservations tab is where you can add, filter and update your reservations and guest information. You can also customize how you view your reservations by adding or removing columns.

In this article, learn more about:

Adding reservations

You can add reservations manually and include important information such as the reservation dates, room, meal plan, and more. You can also update these details in the Reservations tab at any time.

Important:

Make sure to add room identifiers. If a reservation doesn't have a room identifier, it doesn't appear properly in the reservation calendar, and only shows that the room is booked. You can find missing reservations (without a room identifier) in the Reservations page.
When you manually add reservations, be careful not to accidentally overbook a room. Make sure to check your availability in the Reservation calendar before making the booking. When you overbook, a red line displays under the overbooked room in the reservation calendar.

Screenshot showing an overbooked room in the reservation calendar in the dashboard.

To add a reservation:

Go to Reservations in your site's dashboard.
Click + Add Reservation at the top.
Fill out the Reservation details:
- Check-in: Click to select the relevant Check-in date and time.
- Check-out: Click to select the relevant Check-out date and time.
- Adults/Children: Select the relevant number of guests from the relevant drop-downs.
- Room type: Select the relevant option from the drop-down.
- Rate plan: Select the relevant option from the drop-down.
- Meal plan: Select the relevant option from the drop-down (if you include a meal plan with the room type).
- Room identifier: Select the relevant option from the drop-down. This can include room numbers or room names, for example, "Presidential Suite" or "Beach Hut."
- Price calculated: Choose whether you apply the price Per night or for the Entire Stay.
- Price: Choose from the following options:
  - Apply rate plan: Click Apply rate plan to assign the relevant rate plan pricing for the room.
  - Custom price: Click to enter a custom price in the Price field. This is useful to make up for any inconvenience or issues guests may have experienced making their reservation or arriving at the hotel.
Fill out the Contact details:
- Add your main contact: Enter the guest's name and select them from the list or click + Add New Contact.
  Tip: After adding the main contact, click Edit to add their phone number, email and billing address. You can update their details at any time from the Guest Relations tab in your site's dashboard.
- Email reservation details to the guest: Select the checkbox to send reservation details to guests via email.
- Add your channel: Enter the relevant channel through which the guest learned about your hotel.
Fill out the Extra details:
- Reservation source: Choose the relevant option from the drop-down. Tracking your reservation sources is useful for understanding your guests and how effective your marketing is.
- Confirmation number: Enter a confirmation number in the field.
- Special requests: Enter any special requests from the guests, including "early check-in" or "late check-out."
  Note: If you email the reservation details to the guest, their special requests are included in the email.
Click Add Reservation.

Screenshot showing how to manually add a reservation using the Reservations tab in the dashboard.

Filtering reservations

Organize and filter your reservations so you can see only the most relevant and useful information. You can filter the Reservations tab by reservation type, date range, room type, source and status.

To filter your reservations:

Go to Reservations in your site's dashboard.
Click Customize view at the top.
Select the checkboxes next to all relevant data you want to view. This can include check in/out dates, contact name, booking date, and more.

A screenshot showing how to customize the information you see on the reservations tab in the dashboard.

Click the drop-down at the top and select the relevant option.

A screenshot showing how to filter what types of reservations you see in the reservations tab in the dashboard.

What's next?

Click More actions at the top to Print, Create an excel file or create a PDF of the filtered view. This is useful for storing your records offline as well as for future reference and analysis.

A screenshot showing what options are available in the more actions drop-down in the reservations tab.

Updating reservations

You can update reservation details, such as the guest's name, dates of stay, or room type at any time. This is great for last-minute changes in guest's plans or to correct errors in the initial reservation.