Reservation Management

Status

Please check in for a reservation

Before you check in for a reservation, please make sure you

1. Open the reservation you want to check-in for
2. Go to the Status section
   • If the booking is part of a group and you want to check in for more than one booking at once, please make sure you have selected all relevant bookings on the right side of the screen
3. Find the Spaces section
   • If the assigned room has completed the inspection, you can check-in for that reservation
4. Decide if you want to create room keys (if you don't want to, you can always create them after the guest has checked-in)
5. Click the check-in button to complete the procedure

Make a room change

1. Open the reservation for which you want to change the room
2. Go to the Status section
3. Find the Spaces section
4. From the drop-down menu select the new room to be assigned to the reservation
   • If the chosen room category should be different from the one previously assigned, Quadro will show a notice to report any upgrade or downgrade of the assigned room
5. Click the Save icon to complete the procedure

The room has not been inspected

If it is not possible to inspect the room in the shortest possible time, you can move guests to a different room.

Details

Change the details of a reservation

Before a booking is archived (and while the editable history window is operational), its details can be updated and edited.

1. Open the reservation.
2. Go to the Details tab.
3. Update your booking details and click the Save icon.

See what has changed

You can see which details of a booking have been changed, as well as who made the changes, in the action log.

1. From the Main Menu go to Distribution
2. Go to the modified booking tab.
3. Review the changes

Group

Manage a group of rooms

If you need to combine several reservations, add a user to a reservation or associate the reservation itself with an existing group, you can do it at any time, even after checking-in.

Add a booking to a group

1. Open the reservation
2. Go to the Group tab
3. Under Group Name, enter the name or initial letters of the group
4. Select the Booking Group from the drop-down menu
5. Click the Save icon to complete the operation

Merge multiple booking groups into one

1. Open the reservation
2. Go to the Group tab
3. Under Merge Group, look for the group to merge with
4. Select the Booking Group from the drop-down menu
5. Click the Save icon to complete the operation

Add a user to the reservation

1. Open the reservation
2. Go to the Group tab
3. Under Add Customer, search for the user you want to add to the booking
4. Select the user from the drop-down menu
5. Click the Save icon to complete the operation

Rates

Change the price of a reservation

You can change the price of a reservation from:

• By setting the average price per night
• By changing the overnight rate
• By setting a personalized rate for the overnight stay

To change the price of a reservation you can use one of the following methods:

1. Open the reservation
2. Go to the Rates section

Set an average nightly rate (excluding products)

1. Find the section Set Average price per night (excluding products)
2. Under Value, enter the amount you want to charge to the reservation per night
3. Enter the reason why you are changing the price
4. Click on Ok

Make a relative adjustment of nightly rate (excluding products)

1. Find the section Change the price per night as a percentage (excluding products)
2. Under Value, enter the percentage value you want to apply to the total price. For example, if you enter 50%, the price will increase by 50%. If instead you enter -50%, the price will decrease by 50%
3. Enter the reason why you are changing the price
4. Click on Ok

Set rate per night (excluding products)

1. Find the section Change price of the night (products excluded)
2. Enter a custom price for each night of the reservation. Each night must have its price, even if it is not mandatory that they are all different
3. Click on Ok

Items

Add products to a new booking

We have added a product field to the new booking screen that allows you to:

• Choose how many products to add to a new booking
• Add additional products and ancillary services to the booking (eg. Bike rental or ski pass)
• Add different products for adults and children
  • This will make it even easier to accurately price prices for family bookings

Prerequisite: Create your own child products

Before you can add child products to bookings, you need to create them first. To do this, you need to create two different versions of the same product, one with an adult price, and another with a child price.

We always recommend adding an adult or child to the name of your products in order to avoid confusion when adding the product (eg Breakfast (adult) and Breakfast (Child)

Add products

1. When you are making a new booking, select the products you want to add under the Products item
2. Expand the product container by clicking on the small arrow at the bottom just above the item of the Total
3. Click on the pencil icon and update the quantity of the product
4. Click the + and - buttons to change the quantity of the product
   • N.B. you cannot change the number of people or nights to which the product is applied

Billing

Add, move or remove products from open bills

Before closing an account, you can make any necessary changes to the products it contains.

Add services to an open bill

When someone makes a reservation, the overnight stay (nights) and all products packaged with the overnight stay are added to the billing card of the customer profile.

If the settlement is automatic, the items are added to an open invoice with payment and the invoice is closed; if the settlement is manual, they are added to the Billing tab as unpaid items, which can be moved to an open invoice later.

If a customer orders a service or product directly through you (instead of buying it with their accommodation), you can manually add it to their invoice in Quadro.

Add a product to an open bill

The product is linked to your bookable service

If the guest wishes to purchase a product that is usually related to the bookable service, you will need to add it during the booking phase.

1. Open the reservation
2. Go to the Billing section
3. Find the + Add Product button
4. Select the product you want to add and change the quantity
5. Click Create. The product will be added to the selected account belonging to the reservation holder. Click on Payments to pay the bill with the newly added products.

The Product is not linked to your bookable service

If the guest buys a product or service that is not related to your bookable service, you can add them directly to the unpaid items in the Accounts section of their profile or booking.

1. Open the guest profile
2. Go to the Accounts section
3. Find the + Add product button and select the item you want to add to the selected account
4. If the service has multiple products, you can click the + or - icons to add or remove any product to the account
5. Click Create

Transfer items from the bill

Transfer items from one guest bill to another

1. Open the guest profile
2. Go to the Accounts section
3. Find the account with the items you want to transfer
4. Check the box of the chosen articles
5. Click on the Move Selection button at the bottom right
6. Choose the guest and the account to which to transfer the items
7. Click Move

Transfer items to a company bill

Currently, you cannot move individual items to a business account, only entire accounts. If you do not wish to move all the items of the account in question, first group them into a new account.

1. Open the guest profile
2. Go to the Accounts section
3. Find the account you want to transfer to a company
4. Check the boxes next to the items you wish to transfer
5. Click Move Selection
6. Choose Company and then the company to which you want to debit the account
7. Click Move

Close an open bill

Before you can close an open account, make sure that all items within the account have been paid for and the Balance is zero

1. Open the reservation or guest profile
2. Go to the Accounts section
3. Find the account you want to close
4. Click on the Close button
5. In the account summary mode, select the receipt counter you want to use
6. Click on the Close button to complete the operation