PMS users only


Instead of making a confirmed reservation for someone, a client may ask you to hold the room for them. You can do this by selecting Hold instead of Book when making the booking and update it to a confirmed booking when required.


A held booking will have a unit assigned to it. This means that the unit cannot be booked through your public booking screen or by any staff users unless the held booking is cancelled.

If you do not want to hold a unit for the customer you might want to just provide a quote.



Instructions

  1. Either make a Quick New Booking or select New Booking in the Bookings section in the menu.
    TIP

    If you are going to email the customer it is recommended that you use the New Booking method as you can then add notes which will be emailed to the customer.

    If you are not emailing the customer, you may want to create it using the Quick New Booking method as this requires minimum input but will still provide a reference and be shown on your Bookings Calendar.

    Please see the example below for more information.



  2. Complete the booking details as required.

  3. Instead of clicking Book, select Create Held Booking from the Booking button drop down options.


  • Once the Create Held Booking option has been selected, your customer will receive an email notification (if email was opted) advising them of their Held option and any public Notes (Booking Comments and Other Info) that you may have added (as demonstrated in the example below).


The Held booking will be shown on the Bookings Calendar in blue and in the Bookings List with a blue On Hold icon in the Status column.


You can view a list of your Held options in the Bookings List by using the Filter button and filtering the search for Status - On Hold bookings only.


You will need to manage the Held booking and either confirm it or cancel it as necessary.



Example of using the notes fields:


When you add the notes in iBex ...



... the customer receives any public notes in their email notification ...



... and you are shown any private notes in your account whenever you hover over the booking on your Bookings Calendar ...



... and on your Bookings or Arrivals and Departures List (if set to do so in your Screen Options)...



For more information about using the notes within iBex, please go to the booking notes help documentation.