Room Reservation
This is the main application for making room reservations and modifying previous reservations.
To enter, select Front Office → Reservations → Room Reservation menu.
When you enter the module, you will be able to see the sections:
Reservation Selection (Search)
Reservation Section
Reserve Selection (Search)
This is the search window where you can search for rooms based on the following parameters:
Field | Description |
Reservation | Enter the code of the reservation you are looking for. In this field you can also enter: The booking code of the Booking Engine HotelRSV®. The booking code of the OTAs (Booking, Expedia, Despegar, GDS) received through Channel Manager SiteMinder™. The code of any Novohit booking, and if there are associated or related bookings through an OTA or GDS booking code, they will also appear in the results. |
Fiscal ID (RFC o RUT) | You can search by RFC (Mexico) or RUT (Chile). |
Guest | Last Name: Enter at least one last name of the customer of the reservation. First name: Enter the name of the customer of the reservation. |
Agency | You can search for reservations for a specific Agency or Company. |
Status | Searches can be made by booking status (budget, not guaranteed, guaranteed, active, cancelled). When capturing a reservation, the default status is Budget, defined by the Rsv_Attempt_Def (Budget/No Budget) parameter. The user can enable/disable the Budget checkbox. Ask our support staff to verify the Rsv_Attempt_Def parameter according to your requirements. |
Arrival Date (To and From) | You can search a range of arrival dates by entering the Date From and Date To. |
Deadline | Indicate a date so that the query will show only the reservations that have that deadline. |
Verification date | Enter a date for the query to show only the reservations that have that check date. |
Button Register Reserrvation | Clicking this button will start the room reservation process (individual or group). |
Search in All Hotels | When applied, within the search result, the hotel to which the reservation belongs will be indicated and it will not allow you to select the reservation to consult it in detail and/or modify it, since some data within the reservations depend on the selected hotel and this could generate inconsistencies in the reservations. When you select the search option next:
The search filters will be hidden, since the data are different in each hotel. |
Reservation Date To/From | Enter a date for the query to show only reservations that have that Reservation Date To/From. |
Modification Date To/From | Enter a date so that the query will display only those reservations that have that To/From modification date. |
Searches can be performed with data in only one field.
It is not necessary to enter data in all fields.
Deadline: The cut-off date is the date on which the system will cancel (void) the reservation.
By default Novohit uses the arrival date as the cut-off date.
If the passenger does not arrive by default the reservation will be cancelled during the night audit process.
This date is used for reservations that have no guarantee, the user can indicate a deadline date for the passenger to guarantee the reservation, if it is not met the system will cancel the reservation on the night of that date.
Verification Date: This date is used in conjunction with the above date and is normally a date prior to the deadline:
It is used to indicate when the passenger must be followed up to guarantee his reservation before the deadline date.
The search process allows you to review each day which bookings need to be followed up with the passenger to guarantee their reservation.
Existing Reservations Section
This is the list of reservations that starts with those that have an arrival on the current date and shows the following information:
Column | Description |
Sel | The Pencil icon is to select the reservation and be able to edit it (modify or cancel). |
Reservation | Displays the reservation code when registering with Novohit. |
Status | Indicates the status of the reservation (Not guaranteed, Guaranteed, Cancelled). |
Printer | By clicking on the button you can print the reservation registration form. |
Guest | Displays the name of the reservation holder. |
Agency | Indicates the name of the Agency or Company associated to the reservation. |
Guarantee | Indicates the amount by which the reserve is guaranteed. |
Expiration | Displays the Expiration date of the reservation. |
Stay | Please indicate the check-in and check-out dates of the reservation. |
Room | Indicates the Type of room associated with the reservation 10(0) indicates that the reservation is for 10 rooms and none have been entered. 1(1) indicates that the reservation is for 1 room and the number in parentheses indicates that it has already been entered. 6(4) indicates that the reservation is for 6 rooms and the number in parentheses indicates that 4 of the 6 rooms have been checked in. |
Assigned | This column will show the room(s) pre-assigned to the reservation. |
Persons | The number of people in the pool with the following syntax (separated by diagonals): 2 / 0 / 0: indicates that the reservation has 2 adults, 0 paying children and 0 free children. 2 / 1 / 0: indicates that the reservation has 2 adults, 1 paying child and 0 children free. 2 / 1 / 1 / 1: indicates that the reservation has 2 adults, 1 paying child and 1 child free. |
Total | Indicates the total value of the stay for each reservation according to the currency in which the reservation was made. |
Remote Reservation | This column shows the reservation key for remote reservations (HotelRSV, Booking, Expedia). |
The last line of the table accumulates in pages the list of reservations which you can browse by clicking on the adjacent page number or on the Sig link.
Reserve a room (New Reservation)
To make a reservation select:
Front Office → Reservations → Book Room Reservation then click on the New Reservation button.
The reservation button is located in the Reservations section:
By clicking on the New Reservation button, a new section will appear on the screen:
Request Concept
A Request is a group of rooms of the same type within a reservation. Requests are displayed and edited in the Requested Rooms window. When a reservation is made, at least one Request (one room) is made for that reservation.
In point Nº1, select the Arrival Date.
In point Nº2, select the Departure Date.
In item Nº3, select the Agency, Company or Public Fare, below it the Currency Type associated to the selected fare will be shown.
In point Nº4, Select the Type of Rate, it can be Single, Double, Triple; any other option will depend on the specific parameterization of the hotel.
In point Nº5, Select the Rate Application, which will depend on the specific parameterization of the hotel, Novohit can manage the rates:
Per Room.
Per Person.
Both (Per Room and Per Person)
In point Nº6, if you have a promotion code you must enter it in this field or leave it empty.
In point Nº7, click on the Search Rates button and the information will be updated in the section below called Room Selection.
Column | Description |
Type of Room | Displays all room types in the hotel. |
TOTAL | Indicates the total inventory for each type of room. |
Avail. | Indicates the availability for each type of room. The availability in this query shows the number of rooms that meet the stay. This availability may be different from the one obtained in the global query, where there is no stay restriction. |
# Room | In this field you must indicate the number of rooms to be reserved, it can be from one to the total available inventory. |
Adults | Indicate the number of adults allowed in the room type, this number may vary due to the particular parameterization of each hotel. |
Children Pay | Indicate the number of children who will pay the fee. |
Children Free | Indicate the number of children who will not pay. |
Date of Consultation | The rate for each day will be shown, by columns, for the range of façades consulted. The rates shown in this section are the rates assigned to the Agency or Company. Rates may change seasonally, weekend, weekday or daily. To modify or update the rates, you may do so in the Seasons of the Agency or Company in question. |
Button Accept Selection | Click this button to accept the changes and start entering the reservation data. |
Rate Mixer: selection of rates in overlapping seasons with overlapping dates
Novohit's Rate Mixer allows you to automatically select the lowest (economic), highest (expensive) or manual rate.
At the time of booking, the Novohit Rate Mixer allows you to select one, two or more Seasons that apply to the period you are booking.
If you have Seasons (rate plans) for each of the partner agencies or companies, these Seasons can be selected at the time of booking through the Rate Mixer on the right side of the calendars when booking.
If the Rate Mixer is set to min mode, it will automatically designate the lowest rate among all rates of all seasons for that specific day, which complies with the restrictions.
If the Rate Mixer is set to max mode, it will automatically designate the highest rate among all rates of all seasons for that specific day, which complies with the restrictions.
If the Rate Mixer is set to manual mode ('''), it will designate the rate (in indeterminate mode) of the first season that meets the restrictions.
Advanced: If you require to override a season manually, you can indicate the priority of the season you want to apply with more relevance. For example:
You can indicate a season with priority number 1 to prioritize it over the other rates.
You can continue to set the number 2, 3, etc. and so on to manually prioritize the rates of other seasons.
As a final result, you will see that the rates to be used will mark in green the dates to be applied:
Rsv_Season_Sel_Rates: Selecting the cheapest or most expensive rate
By default, Novohit Rate Mixer is in auto mode, i.e. Novohit will select the first season that meets all constraints.
It is possible to configure the Rate Mixer so that Novohit selects the season with the cheapest or the most expensive rates thanks to the Rsv_Season_Sel_Rates parameter. If you need to set it to automatically select the lowest (min mode) or highest (max mode) rate, you can enter a ticket at help.novohit.com. The Rate Mixer configuration is hotel-wide, i.e. it applies to all agencies and seasons of a hotel.
If the Rate Mixer is set to min or max mode (Rsv_Season_Sel_Rates), Novohit will give priority first to the cheapest season that meets all restrictions. This is important especially in cases where you have to compare unrestricted seasons vs the one with MinStay. If the unrestricted season has the most expensive or cheapest rate and this matches the Rsv_Season_Sel_Rates setting, the unrestricted season will be taken vs. the one with restrictions.
Overbooking
Novohit allows to manage overbooking and can be parameterized according to the hotel's policies.
Overbooking is controlled independently by room type.
By default Novohit is parameterized without overbooking, overbooking is only parameterized upon hotel request via help.novohit.com.
Allotment
The Allot column will appear in the Room Selection window if the RsvWeb_Avail_Control parameter is set to mode 1.
Verify that the Allotments are correctly assigned to each Agency.
Ask our support staff to verify the RsvWeb_Avail_NoAllot parameter so that the allotments are restrictive (if there is no allotment assigned for an Agency, Company or Channel no reservations can be taken) or flexible, so that the system takes the global availability of the hotel if any allotment is not assigned.
Save Reservation
To enter the guest data you must consult the guest history by clicking on the Guest button, the following screen will be displayed:
To search for a guest in the guest history it is necessary to enter some of the data of the form, traditionally with the name and/or surname is enough and click on the button Search Customer in the History.
For a more precise search it can be done with the RFC / RUT and/or Passport fields.
It is not necessary to enter all the data to perform a search, it is recommended to use all the fields to register a new guest or update it. Each one is described below:
Field | Description |
RFC/RUT | You can search for the guest by RFC (Mexico) RUT (Chile). |
Passport | Enter your passport number to perform the search. |
Names | Enter the name(s) of the guest. |
Last Names | Enter the guest's last name(s). |
Email | Enter the guest's e-mail address. |
Direction | Enter the guest's address. |
City | Enter the host city. |
State / Region | You can enter the state or region of the host. |
Postal Code | You can enter the guest's zip code. |
Country | You can enter the guest's country. |
Code - Telephone | You can enter the code (country and city) and phone number. |
Birthday | You can enter your date of birth. |
Notes | You can add notes. |
Update Customer Data Button | This button is used to update data when it is modified in an existing record. |
Register New Customer Data Button | This button is used to create a new client. If you have an open record, clicking this button will close the record without saving changes and leave the form clean to start a new capture. |
Seach Customer in the History Button | This button is used to query the guest history database. |
When searching for a guest in the database, a list of matches will appear, showing two sections:
Search Guest: contains the data of the search just performed and that you will be able to modify to make another search.
Select Guest: the list of guests matching the search data will be displayed:
Column | Description |
Sel | Clicking on the Pencil icon will select the record and enter it into the reservation. |
Info | Clicking on the Magnifying Glass icon allows you to consult your history for that guest as shown in the following image. |
Guest | Displays the names of the listed guests. |
Email | Displays the email address of the guests in the list to send notifications. |
Direction | Displays the address of the guests in the list. |
Clicking on the Magnifying Glass icon will display two additional sections on the right side:
Booking History of the selected passenger.
Selected passenger's Stay History.
Field | Description |
Guest | The guest's data is entered by consulting the guest history database as explained in the previous point. |
Date of Reservation | The registration of this date is done automatically by the system. The control parameter Rsv_Level_Mod_Dt_Rsv allows to determine the User Level that can edit or not the Reservation Date. By definition the User Level is DEFINITION, but this setting is set on a case by case basis. |
Arrival Date | The registration of this date is done automatically by the system and takes it from the date indicated as date of arrival. |
Deadline | This date indicates until when this Reservation can be kept active without Confirmation (see Confirmed). By default Novohit calculates this date on the guest's arrival day. If the date is met without confirming the reservation (see Confirmed), the system will cancel the reservation during the night audit of that date. |
Date of Verification | This date tells the user when to follow up with the passenger to guarantee their reservation. This date must be less than the cut-off date. |
Group Name | If applicable, select from the drop-down list the group to which the reservation belongs. |
Guarantee | Amount: Indicate the amount of the reservation guarantee. Type: Select from the drop-down list the type of payment method used to guarantee the reservation. Voucher: If you have a voucher folio or transaction number, enter it in this field. |
Confirmed | Check this box to indicate to the system that the Guarantee captured that supports the reservation is Confirmed (validated) according to the Hotel's policies. A reservation can be in Guaranteed or Not Guaranteed status and independently be Confirmed or Not Confirmed. When the system runs the Audit, it will cancel all reservations whose Deadline coincides with the day of the audit and the Confirmed checkbox is unchecked. If the reservation has the Confirmed checkbox checked, the system will ignore the Deadline during the audit, keeping the reservation active. |
Estimate | The Budget status can affect availability and accrue revenue depending on the value of the Rsv_Attempt_Accum parameter. Active: Reservations in Budget status do take availability and accrue for revenue statistics. Not Active: Budget reservations do not affect availability and accrue revenue statistics. Ask our support staff to configure the Rsv_Attempt_Accum parameter according to your requirements. When capturing a reservation, the default status is Budget, and the user can change the status to Reserved or Guaranteed. |
Source of Sale | Select from the drop-down list the channel through which the reservation originated. |
Category of Attention | Select from the drop-down list the type of care category the guest should receive. |
Plan | Select from the drop-down list the type of meal plan associated with the reservation. |
Type of Guest | Select the guest category from the drop-down list. |
Notes | Enter additional notes to the reservation, these notes will be sent to the customer at the time of saving the reservation. It is advisable to avoid entering sensitive data for the company and the client in these notes, for example, credit card numbers, telephone numbers, e-mail addresses or other data that should not be public. |
Save Button | This button is located at the top of the Reservation Information section, clicking on it will save the reservation, generate a code and send an email to the guest. The booking confirmation email will be sent only if the Guest's record has an email entered. Remember that Reservation Notes will also be sent in the email confirmation. Avoid placing company and customer sensitive information in the notes. |
Special Requests
On the right side of the screen, you will see another Special Requests window:
This window will show the general characteristics of the rooms that can be included in the reservation as preferences but will be subject to availability at the time of the guest's arrival.
It also has a field for additional notes regarding such special requests.
Modify a Reservation
To modify a reservation you must select: Front Office → Reservations → Room Reservation.
You will see the section with the search and reservation list described above where you will be able to:
Search for the reservation.
Select the reservation from the displayed list by clicking on the Pencil Icon located on the left side of the reservation to be modified, this will open the reservation.
To modify:
Check-in and check-out dates.
Type and number of rooms (add or remove).
Number of people (adults and children).
Select the upper window called Requested Rooms and make changes in the same way as above. Note: You should always check availability to refresh and update the actual information.
To modify the general data of the guest, agency or company, guarantee and form of payment, as well as sales origins, meal plans, category of service and type of guest you can do it directly in the corresponding field and execute your changes.
Once finished, click on the Update button.
Resend copy of Reservation Confirmation email
You can forward a copy of a reservation confirmation email to the guest or any other recipient by going to Front Office Reservation → Reservations → Room Reservation
Search for the reservation.
Select the reservation from the displayed list by clicking on the Pencil Icon located on the left side of the reservation to be modified, this will open the reservation.
In the text field next to Send Confirmation Email you can enter any email address of the recipient. By default, it will appear the email of the guest owner if he/she is registered. You can send it again to that recipient or you can temporarily substitute the email in that field and click Send Confirmation Email.
The e-mail entered in this field will not be stored in the guest record. If you wish to modify the customer's e-mail, you must modify the guest's card.
Remember that the system will send a copy to all hotel emails registered in:
Configurations → Front Office → Hotel Update Information.
As reviewed in previous steps, when creating a reservation, the system will send a reservation confirmation email to the registered guest at the time the reservation was entered if the email was entered in their guest record.
Cancel a Reservation
To cancel a reservation, select: Front Office → Reservations → Booking → Room Reservation
You will see the section described above and you can either perform a search or select the reservation from the displayed list.
Open the reservation by clicking on the Pencil Icon.
Once the reservation is open, above the guest's name you will see a Cancel button, you must click on it.
The system will ask you for a reason for cancellation, type it in the field and click again on the Cancel button on the right.
The reservation will change from Canceled status and will issue a red cancellation key.
Canceling a Reservation does not cancel Advances (no automatic refunds).
Reserve a Package
To book a package the procedure is the same as booking a room, select: Front Office → Reservations → Booking → Room Booking
Click on the Register Reservation button.
Select the date of arrival and departure.
Select the agency or company and the type of rate.
Click on the Search Rates button.
Type in the number of rooms to be booked and click on Accept Selection.
Delete the room type rate on the dates the package will apply, the package rates for the required dates will be selected later.
In the Requested Rooms Section, you will see the general information of the reservation, on the right side there is an Icon called PQT (package) click on it.
The section with the package rates will open, displaying the following information:
Packages: All current packages will be listed.
Applies: Indicates if the package will be charged Per Day or Per Stay.
#Packages: you must select the number of packages to be booked per day or per stay, normally it is one per stay, but this will depend on the hotel configuration because it can be per person.
The following columns will show the rate that will apply for each date to be booked.
Indicate the number of packages to be booked in the desired Package and the dates to be applied.
In case two columns appear for each day, the first column is the value of the package rate for Adult and the second column is the value of the package rate for Child or Infant.
You will return to the screen where you will see the value of the package assigned to the reservation.
The value of the rate for the nights that do not include the package plus the value of the night with the package make the total of the reservation.
The other steps are the same as those indicated in the room reservation.
Reserve a Group
To book a Group the procedure is the same as booking a room, select:
Front Office → Reservations → Room Reservation
Click on the Register Reservation button.
Select the date of arrival and departure of the group.
Select the agency or company and the rate type.
Click on the Search Rates button to get the Rates and availability.
Type in the number of rooms to be booked and click OK Selection, you will be able to select the number of rooms you want and available for each room type.
Fill in the general information of the reservation, this information will be the owner information and can be a person or a company.
Click on Save Reservation.
Group reservations may carry any type of room and up to the amount available for each type on the dates of stay. The following must be observed:
It is recommended to group rooms with the same check-in date.
Avoid making reservations with different check-in dates.
All rooms in a reservation may have different check-out dates.
Add more rooms to a Reservation.
Request Concept
A Request is a group of rooms of the same type within a reservation. Requests are displayed and edited in the Requested Rooms window.
To add more rooms to a reservation, you must make a new Request. To do this, go to: Front Office → Reservations → Room Reservation
From the list of reservations Select the group reservation.
In the Rooms Requested section click on the Add Room button.
This will take you to the availability search screen:
Select check-in and check-out dates, it is recommended that it is the same check-in date of the reservation, if they vary by more than one day the best practice will be to create another reservation.
Verify the agency or company, rate type and room type, click on the Search Rates button.
Select the room(s) to add and click on the Accept Selection button.
You will be able to review in the upper window all the rooms contained in the reservation.
Rooming List
Request Concept
A Request is a group of rooms of the same type within a reservation. Requests are displayed and edited in the Requested Rooms window.
When a Group reservation is made it remains in the name of a Holder who is the person who blocks the rooms; in the case of Groups, you can enter the Rooming List which can be distributed in the rooms of the Group making each room of the Group in the name of each guest. To enter the Rooming List, do the following, Select: Front Office → Reservations → Room Reservation.
Open the group reservation.
In the Requested Rooms section, click on the Rooming button located on the far right.
If you have different lines of rooms, you will have to add the Rooming List in each one depending on the number of rooms and people.
In this section you will enter the guests in the Rooming List section, click on the Guest Data button, this will open the guest history query:
You will be able to add a new guest or retrieve it from the history.
You will be able to indicate if it is an adult or a minor as shown in the following image.
You will be able to add remarks or notes for each one.
When you have selected a guest, you will notice that it will appear registered in the window on the right side.
Repeat this process until you have finished entering the total of the Rooming List.
To conclude click on the Exit button.
The Rooming List will always be associated to the reservation in which it was entered, any modification is made within the reservation.
After entering the Rooming List, Reception should pre-assign rooms and distribute the Rooming List.
A good practice is to pre-assign rooms and distribute the Rooming List prior to the Group's Arrival Date.
If your system does not have any of these features, you can request a quote at help.novohit.com.
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