Creating a reservation can happen in several different ways, depending on how you run your business and the specific scenario you have with the guest. Once you have created a new reservation, you have several options on how to manage the reservation.
Table of Contents
- Manually Create a Reservation: if you are on the phone, received an email, etc.
- Convert an Inquiry to a Reservation: if you have a conversation going with the guest and want to book the guest immediately.
- Copy a Reservation from an Existing Reservation: if you want to copy a previous reservation, revive a canceled or declined reservation, etc.
- Set the Reservation Terms: once a reservation is created, if there was not already a quote set up, you'll need to build a quote to set the terms.
Manually Create a Reservation
MyVR has different methods to quickly create a reservation that contains the basic information of the stay - dates, property, guest details. This is particularly useful if you are on the phone with a guest that wants to book immediately.
The New Button
Navigate to Messages > Inquiries
Or navigate to Reservations > My Reservations
Fill out the new reservation form. Note: you can choose whether the reservation status is Reserved or Tentative.
Single Property Calendar View
Navigate to Availability > Single Property
Navigate to the month of the booking, then click on the date of arrival. Choose to create a new reservation:
Lastly, fill out the new reservation form.
All Properties Calendar View
Navigate to Availability > All Properties
Navigate to the dates for which the guest is interested. Choose a property row, and click on the start date, then choose Add New Reservation:
Lastly, fill out the new reservation form.
Convert an Inquiry to a Reservation
When you are having a conversation with a guest, if there is no associated reservation, you can create one manually, prior to having sent a quote or the guest agreeing to terms.
From within the inquiry conversation view, click on the Actions button and click Create Reservation:
The information already included in the inquiry - guest details, dates, property, etc. - will all be assigned to the new reservation. Choose the status of the new reservation and a new reservation will be generated:
Copy a Reservation from an Existing Reservation
If a guest has stayed with you before, you can quickly copy the old reservation to set up a new reservation for a future stay.
If you have canceled a reservation, or you have declined a reservation request, it is not possible to revive the reservation. However, you do have the ability to create a new reservation using the same information.
In both cases, you have the ability to copy over the payment details (credit cards) that the guest had previously entered.
Navigate to the reservation you'd like to copy, then click on the Actions button and choose Copy Reservation:
When filling out the new reservation form, you now have the option to Copy Credit Cards:
You can then set the reservation terms. If you had refunded all previous payments, the guest will need to make all scheduled payments again. If you have not refunded previous payments, you can mark the corresponding payment in the new reservation as having already been paid by recording payment.
Set the Reservation Terms
The reservation's terms - payment schedule, rental contracts, accepted payment method, etc - will be set by building a quote or assigning an existing quote to be the terms.
On the main Reservation tab of the reservations detail view, click on Setup Reservation Terms:
If no quotes are present for the reservation, you'll be directed to build a quote.
If quotes are present, you'll be presented with the option to cancel all outstanding quotes in order to ensure the one you are selecting/creating is the only valid quote remaining.
Click on the Build New Terms button:
You'll be presented with up to three options for setting a new quote as the terms:
- Build New Terms: start a quote from scratch.
- Build New Terms by Copying an Existing Quote: choose a quote that you first want to modify.
- Set Terms From an Existing Quote: choose an active quote that you do not need to modify.
Options 1 and 2 will bring open the build a new quote modal. Once your quote has been created/selected, it will be set as the current terms for the reservation. You can view the quote in the Quotes tab and it will be highlighted as the current terms for the reservation.