🏨 Add Reservation – Front Desk

Module: Front Desk
Section: Add Reservation
Location: Operations > Front Desk > Add Reservation
Version: 1.0.0
Last Updated: June 2025

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🧭 Overview

The Add Reservation page allows front desk users to create new bookings for individual, group, or company customers. It includes fields for selecting dates, time, source, room, and guest details. The reservation summary and billing panel update in real-time as the form is filled out.

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🖼️ Interface Preview

Image: Booking interface with fields for customer type, dates, times, guest info, and billing summary.

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👤 Who Can Access

Role	Access Level
Admin	Full access
Manager	Full access
Receptionist	Add/Edit
Staff	No access (default)

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📌 Key Features

• 👥 Reservation Type: Supports Individual, Group, and Company bookings.
• 📅 Date & Time Selection: Choose check-in/out dates and times.
• 🏨 Source/Referred By: Track how the guest came to book.
• 🔢 Room and Guest Info: Add room number, stay duration, and number of guests.
• 📃 Billing Information: Automatically calculates nights, total cost, discount, and grand total.
• ✏️ Editable Discount: Allows manual input of a discount amount.
• 🔄 Auto Calculation: Updates totals and billing data dynamically.

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🧾 Form Sections

1. Reservation Details

Field	Required	Notes
Reservation Type	✅	Choose between Group, Individual, or Company
From Date	✅	Start date of stay
To Date	✅	End date of stay
Check-in Time	✅	Time of arrival
Check-out Time	✅	Time of departure
Nights	⬜ Optional	Auto-calculated if date range provided
Source	✅	e.g., Reception, Website, Phone
Reference ID	⬜ Optional	Custom reference (if needed)

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2. Room and Guest Information

• Add multiple rooms with corresponding check-in/out dates.
• Select room type/number from dropdown.
• Enter number of guests per room.

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3. Billing Information Panel

Label	Description
Name, Phone, Email	Pulled from guest profile once selected/added
Total Night of Stay	Auto-calculated from dates
Total Amount	Sum of room prices × nights
Discount	Optional SAR amount that reduces the total
Grand Total	Final amount after applying discount

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✅ How to reserve a room – Step by Step

1. Navigate to the Reservation Page

   • Go to Front Desk > Add Reservation from the left sidebar.

   

2. Choose Reservation Type

   • Select from:
     • Individual
     • Group
     • Company

   

3. Select Date and Time

   • Pick From Date and To Date.
   • Choose Check-in Time and Check-out Time.

   

4. Specify Booking Source and Night Limit

   • Select how the reservation was received (e.g., Reception, Agoda, Booking.com).
   • Increase or decrease night limit, it will also update From Date and To Date automatically.

   

5. Assign Room and Guests

   • Select Room , Room Number and Check In & Check Out date will automatically generate.

     

   • Click + Add Guest , select New Guest, click on check box(Check for Billing Information) and fill in:

     • Full Name
     • Phone Number (with country code)
     • Email Address
     • ID Type and Number
     • Nationality etc.

   

   There is another option:

   • Select Existing Guest , click on check box(Check for Billing Information), select any Existing Guest from Select Guest dropdown field.

   

6. Enter Optional Information

   • Add a Reference ID (if applicable).
   • Apply any Extra Discount (%). This discount ammount have view discount and hide option (This will automatically appear to invoice after create any reservation)

   

   • Leave notes or internal comments.

   

7. Review Billing Summary

   • Verify:

     • Subtotal
     • Discount
     • VAT (Tax)
     • Grand Total
     • Total Amount could be additable with admin permission.

     

     • Also confirm stay duration, number of guests, and room details.

     

8. Finalize the Reservation

   • Click the Add Reservation button to submit the booking.

     

9. Post-Submission

   • The new reservation will appear in the All Bookings list with the assigned status (Confirmed, Pending, etc.).

     

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❗ Troubleshooting

Issue	Solution
Room dropdown is empty	Make sure rooms are added in inventory
Guest count not updating	Click the + button to assign guests
Discount not applied	Ensure proper SAR value and format used
Add button is disabled	Required fields may be missing

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🔗 Related Pages

• Reservation List
• Payment Collection
• Room Availability

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📞 Support

Need help adding reservations or encountering errors?

• Contact your front desk supervisor
• Or email: hello@cistechltd.com

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Efficiently manage guest stays and maximize property occupancy with accurate reservation handling.