Bookings Guide
The list of every booking, the status of today's rooms and the history of your guests
What this screen is forThree tools behind three tabs
The Sections item of the navigation bar holds three tools, which you swap with the tabs at the top:
- Rooms — the status of every room for one single day, the one you pick at the top: occupancy, cleaning, guest and department notes.
- Bookings — the full list, with search, filters, sorting and a summary of what the result is worth.
- Clients — the search through the history of people who have already stayed with you.
Where Sections sits in the bar depends on your role: Rates only appears to those who may see it, and without that item Sections moves up one place. Go by the name, not by the position.
What a booking card tells you
Every row of the list is a card, and it always carries the same things in the same order:
| On the card | What it means |
|---|---|
| Guest name and status | The status is «Confirmed», «In progress», «Future», «Past», «Completed», «Cancelled» or «No Show», each with its own colour |
| Channel and total | The channel carries the colour of the portal the booking came from |
| Arrival, departure, nights | The two dates stacked on the left, the number of nights on the right |
| Rooms | Up to three chips with the room name; if the room is missing, the red warning takes their place |
| «Created on» | When the booking came in |
| «Modified on» | Appears only if something really changed after it was created |
Those two dates at the bottom are the same ones the list can be sorted by: they used to be printed nowhere, and the list was sorted on a value nobody could see. The field behind «Modified on» moves on every change — price, guest details, notes, board, payments, charges and separate accounts included — not only on a change of dates or rooms.
The summary above the list
The box above the cards counts the bookings and adds up the «Total» over the whole filtered result, not over the page you are looking at. The list is paged thirty cards at a time, so with several pages the total is higher than the sum of what you see: that is correct. Change a filter and both numbers change.
The total is the gross one, that is what the clients pay: on portal bookings it includes the commission. Cancelled bookings have their totals zeroed and do not inflate it.
What you do hereSearch, filter, sort, create
Searching
The box at the top of the list searches the guest name, the phone number and the email: type and submit, because the search runs when you send it and not while you type. It ignores accents and capitals when the exact form finds nothing, so «Muller» also finds «Müller».
The box keeps what you wrote if you leave the tab and come back: it was the one command able to hide rows without leaving a trace, and a list filtered by a forgotten search looked like an empty list.
Filtering
The filters live in two different places, and it helps to know which one you need:
| Where | What it filters |
|---|---|
| The row of chips under the search box | The status, one category at a time: «All», «In progress», «Future», «Past», «Cancelled», «No Show» |
| «Filters», in the top bar | The channel (several at once, if you like) and three date ranges: «Arrival date», «Departure date», «Creation date» |
The filter sheet has Reset to empty them all and «Apply» to confirm: until you tap «Apply» the list does not change.
On a computer «Filters» sits in the top bar; on a phone the bar has no room and the item ends up in the three-dot menu, together with «Refresh» and «Guide».
If the property has more than one unit you can reach, a drop-down appears above the status chips to keep a single one.
Stay in period
In the «Filters» sheet, before «Arrival date», there is the «Stay in period» section. The two buttons «From» and «To» open the same calendar, where you pick start and end together. The filter keeps whoever sleeps here at least one night between the two dates, even if they arrive earlier or leave later: it answers the question «who is in the house that week?».
It is not the same as «Arrival date» and «Departure date»: those keep only who arrives, or who leaves, inside the range, and leave out the guest who arrived the day before and stays all week. After «Apply» the filter shows among the chips at the bottom of the screen as «Stay in period», with its dates, and its cross drops it like the others.
Type and treatment
In the «Filters» sheet, right before «Stay in period», there are two sections of chips to tap: «Type» and «Treatment». You can turn on one or more: with several types the list keeps the bookings of any one of the chosen ones, and the same goes for treatments. The chips show only your property's room types and the treatments you have actually sold; a section that would have a single entry does not appear.
The type looks at the rooms of the booking: a booking with two rooms of different types comes out whichever of the two you pick. After «Apply» the filter shows among the chips at the bottom of the screen as «Type» or «Treatment» followed by the value, and you drop it with its cross like the others. It also applies to «Export list»: the file contains only the filtered bookings.
Seeing and dropping what is on
At the bottom of the screen every filter that is on carries its own chip with a cross: «Search», «Channel», «Arrival», «Departure», «Creation date». Tapping the cross drops that filter, and only that one. The search counts as a filter too: while it is on, the funnel icon says so and the «Search» chip lets you drop it without going back to the box.
Sorting
«Sort by» sits in the three-dot menu on every platform, computers included: it is the one item of the bar that never finds room in line.
| Item | Natural direction |
|---|---|
| «Closest to today» (the default) | From the closest to today, forward and backward together. It has no direction to flip |
| «Last modified» | «Newest first» |
| «Creation date» | «Newest first» |
| «Arrival date» | «Oldest first» |
| «Departure date» | «Oldest first» |
Next to the chosen item it says which direction is on, and «Reverse the order» flips it. The direction you read is the one the server declares it applied, not a guess made by the app.
Exporting and printing the list
«Export list», in the top bar (or in the three-dot menu when the bar has no room), opens a sheet with four entries: CSV, Excel, PDF and «Print». It exports exactly the bookings you see, with the active filters — search included — and every row of the result, not just the page of thirty on screen.
| Entry | What you get |
|---|---|
| CSV | A text file with the semicolon as separator |
| Excel | A sheet with real dates and amounts: they sort and add up with no conversion |
| A table on landscape A4 pages, ready to file or to send | |
| «Print» | The same PDF, opened straight in the print dialog |
Amounts are in the property's currency, with its code in the column heading. The server prepares the file and it opens in the device's share menu: from there you save it or send it. Above 10,000 bookings the export does not start and asks you to narrow the filters, for example to a shorter period.
Selecting several bookings
A long press on a booking, or the «Select» button in the top bar (or in the three-dot menu), turns on multiple selection. Every card shows a checkbox and a tap ticks it instead of opening the booking; the selection stays when you change page. At the bottom a bar appears that counts the picks — for example «5 selected» — with three buttons:
| Button | What it does |
|---|---|
| «Label» | Opens the list of labels: next to each one, «Add» puts it on all the selected bookings and «Remove» takes it off. The change goes into the history of every booking. Bookings of another property are skipped, and the final message says how many. |
| «Export list» | The same sheet as above — CSV, Excel, PDF, «Print» — but with only the selected bookings |
| The cross («Cancel») | Leaves the selection and clears every tick |
Labels belong to one property: if you have more than one, first choose one in the selector above the status chips, otherwise the sheet only shows the notice «Labels belong to one property. Choose a specific property to filter by label.». There is no bulk cancellation or bulk check-in, on purpose: those are done one booking at a time, from its card.
Creating a booking
The round button at the bottom right opens «New Booking». The path is this one:
- The dates
Pick the period with «Select booking dates» and tap «Continue». - The check
Vezpa checks there is room on those dates. If there is not, it says so and reopens the calendar on the dates you had picked, so you can move them slightly instead of starting again. - «Client Details»
The «Name *» field is the only required one, and that is where the autocomplete works: from three letters up it searches among the guests already registered, and from two digits up it works out on its own that you are typing a phone number. Pick a suggestion and name, phone and email fill themselves in, along with the «Memory» you had written about that guest. Below are «Arrival Time», the «Channel» (phone, agency, walk-in, email, direct / website or returning guest), the «Guest's language», the notes and the «Deadline» section. The «Guest's language» decides the language emails and messages go out in, and offers all languages: your property's language first, then the others in alphabetical order: left on «Automatic», Vezpa uses the language the guest booked in on the portal, then the language of their country, then the property's. If an email does not exist in that language, it goes out in English. - «Available Rooms»
Pick the room, and the board, «Adults», «Children» (with each one's age), the extras and the price open up, editable with «Edit Price». If the room is closed to arrival or departure on those dates (the «Arrival and departure days» in Rates), the orange label «Arrival closed» or «Departure closed» appears: it can still be booked, it is a warning, not a block. - «Add Room»
This is the step most often forgotten. Until you tap it, the room is configured but is not part of the booking. - «Confirm Booking»
The colour of the button says where you are.
| Button colour | What is missing |
|---|---|
| Red, switched off | No room picked and none added |
| Orange, with the triangle | A room is configured but not added: tap it and Vezpa asks for either «Add and confirm» or «Confirm without adding» |
| Green | You can confirm (the guest name is still required) |
Several rooms in the same booking are added one after the other: the ones already added leave the list of available rooms and are counted in the Cart, at the top right.
Create Proposal
Under the confirm button there is «Create Proposal»: instead of confirming straight away, it holds the room and sends the guest an offer with a date by which to decide.
- The date offered is four days away. It is shortened if it would fall after the day before arrival, and it is never earlier than tomorrow.
- The guest's language is chosen in the same sheet, and the email goes out in that language.
- If the property asks for a deposit, a switch lets you request the full amount instead. With check-in near the payment threshold the switch starts already on.
- The booking appears in the calendar as an unconfirmed proposal, in its own colour.
Close to the deadline a reminder goes to the guest, on the deadline day a last email, and from the following night the booking is cancelled on its own, with the totals zeroed and the room free again.
If the price changes afterwards — dates, board, a room removed, the tax recalculated — the amount requested by the deadline updates on its own by the same difference. With a deposit, the same percentage of the stay is kept.
The day before each deadline, at 11:00 property time, the manager and the assistant get a notification with the guest's name, the amount and the reason; tapping it opens the booking. When the payment has arrived, or the booking is confirmed anyway, tap the deadline line and choose «Remove the deadline»: the booking stays and the deadline is no longer reminded. The payment is not recorded from there: money received is recorded as a deposit.
The Rooms tab
It shows one day at a time. At the top you move with the arrows, tap the date to jump to another day and — when you are not on today — «Today» appears to bring you back.
Under the date there is a row of counts which are also filters: «To clean», «Departures», «Arrivals», «Occupied», «Available», plus «Blocked», «Maintenance» and «With notes» whenever there is at least one. Tap one and the list keeps only those rooms; «Show all» brings everything back.
Every room carries a round symbol that states its situation with nothing to read. The order of precedence matters, because the first two win over everything else:
| Symbol | When it appears |
|---|---|
| Tools (brown) | Room stopped for maintenance |
| No entry (blue grey) | Room closed to sale |
| Broom (amber) | There is cleaning to do: the room is «To clean» or «Cleaning». It wins over every occupancy state below |
| Double arrow (red) | Departure and arrival on the same day |
| Arrow out (orange) | Departure today |
| Arrow in (green) | Arrival today |
| Person (blue) | Room occupied |
| Tick (teal) | Free and clean |
Tap a room and its card opens, with the cleaning status buttons, «Assign to…», «Write note», «Suspend note» and «Setup». The cleaning status is changed from here by Manager, Assistant and User; the housekeeper does it from her own dashboard.
Cleaning status and today's cleaner
Each room has one of four cleaning statuses. The line under the room name shows it, followed by the name of whoever has been assigned to clean it today, if anyone:
| Status | What it means |
|---|---|
| To clean | The room needs cleaning. Until it becomes «Cleaned» or «Inspected» it carries the broom. |
| Cleaning | Someone is cleaning it right now. It holds for today only: a cleaning started yesterday and never closed goes back to «To clean». |
| Cleaned | Cleaned and ready for the next guest. |
| Inspected | Cleaned and checked after the last cleaning. If it is cleaned again after the check it goes back to «Cleaned». |
In the room card a row of four buttons sets the status with one tap. Below it is «Assign to…», which picks today's cleaner among the users with the Housekeeper role: the assignment holds for today only — tomorrow the room is to be assigned again — and «None» removes it. If no user has that role, the sheet says so and tells you where to add one.
«Do not disturb» and arrival time
When the guest asks not to be disturbed, open the room card and tap "Do not disturb" for today. The room card shows the dark «Do not disturb» badge, easy to spot while scrolling the list, and the housekeeper finds it on their own card: that room stays out of the cleaning round. If the guest changes their mind, in the same sheet the entry becomes Remove "Do not disturb".
It lasts for today only: tomorrow the room goes back into the round by itself, with nobody having to remove it. On the day of arrival, the guest row also shows the arrival time they declared, next to the clock icon, so whoever cleans knows which room to get ready first.
The two department notes
Every room has two notes: one written by the housekeeper, the other by whoever is at the front desk. They are not a chat. A bulb to change or an extra bed to make up has no reply: it just needs to stay visible until somebody deals with it. Under each note you always get the date and time it was written.
- Your own note is yours to write, edit and delete whenever you like. The other department's note you can only read.
- «Done» can be marked by anyone who sees the note, including whoever wrote it: if you flag something and then fix it yourself, you close the loop without deleting the line, and the record of what was done stays. A note marked done stays on screen, struck through.
- «Suspend note» files the housekeeper's note away without throwing it out: suspended notes are counted on the room card and can be reopened, edited or deleted from its detail.
Those without a note of their own — Observer and Revenue Manager — can only read them.
The Clients tab
With the search empty the list shows the recent clients: whoever stayed lately is there without typing anything. For anyone else, search by surname or phone and submit. It is not a suggestion while you type — that one works in the «Name *» field of the creation screen, which is a different screen.
Every row carries the initial of the surname, the full name, the date of birth, the citizenship in the language you are reading, the phone number and the «Memory» you wrote about that guest. Tap it and the full client record opens, with their stays.
Under the name, a green badge counts the stays made here: «1 stay» for someone who came once, and from two upwards «Repeat guest · 3 stays». Vezpa works it out from the history by itself: there is nothing to set or tick by hand.
Next to the badge you also see the «VIP» star, for clients marked as VIP, and their coloured labels.
Filtering clients
Under the search box there is a row of filters:
- «VIP» — only the clients marked as VIP.
- «Repeat guest» — only those with at least two stays.
- «Label» — a menu with the guest labels; «All» removes the filter. It appears once at least one label exists.
- «Nationality» — type the country; «All» removes the filter.
The filters work on the recent clients (up to a few hundred), not on the whole archive: a client from long ago is found by searching their surname or phone.
How to mark a client as VIP and give them labels is explained in the Client History Guide.
Special casesWhat only happens under certain conditions
When the guest is in “Blocked guests”
If the email or phone you entered is on the property's “Blocked guests” list, confirming or creating a proposal shows the “Blocked guest” alert, with the matching email or phone and the reason. You can close it and stop there, or go ahead: “Continue anyway” and then, in a second window, “Yes, confirm the booking”. The booking is created only after the second confirmation.
Room not assigned
Instead of the chip with the room name, a card can carry a warning: a warning icon and the words «Room not assigned» in red. Icon and text say the same thing as the colour, so it can be recognised without telling red apart, and it is there to spot the booking that needs fixing without opening it. To fix it, open the booking and use «Assign room».
One uncovered night is enough. The warning fires even when a single day of the stay is missing a room, not only when the whole stay is uncovered.
You do not have to notice it yourself. As soon as a booking is left uncovered an alert goes to Manager, Assistant and User (the front desk), that is the three roles that can put it right: an email in the language of whoever reads it, with a direct link to the booking, and a push notification. Wellness Operator, Revenue Manager, Housekeeper and Observer do not get it.
There are four moments when it fires: on creation, after a date change, after a change coming from the OTA channel and after a room is added and stays uncovered. The same booking does not send two alerts for the same kind of event; if something new happens, the alert fires again.
The same booking also turns up in the last row of the calendar, the one that carries a dash instead of a name. The details are in the Calendar guide.
Who can do what
This section opens to four roles, but not all of them can write in it:
| Role | Views | Creates and edits |
|---|---|---|
| Manager | Yes | Yes |
| Assistant | Yes | Yes |
| User | Yes | Yes |
| Revenue Manager | Yes | No — read-only |
With the Revenue Manager role the button to create does not appear and the room card shows no write actions. It is a deliberate choice: that role is there to read demand and govern prices, not to move the planning around.
Housekeeper and Observer do not come in here at all: they have a dashboard of their own.
Portal bookings are not cancelled from here
A booking that arrived from a portal can be opened, read and extended (nights added), but it cannot be cancelled or shortened from the app: the cancellation is made on the portal and reaches Vezpa on its own. Other bookings — phone, agency, walk-in, email, direct / website, returning guest, booking site — are cancelled normally.
A deadline typed by hand is not a proposal
In the «Deadline» section of the client details you can set up to two dates with a description and an amount of your own. Those are reminders: they start neither the reminder email nor the automatic cancellation, which belong to «Create Proposal» and to the booking site. If you want an offer that expires by itself, use «Create Proposal». Their amount, too, then follows price changes: an increase goes on the last deadline, a reduction comes off the last one first and then the first.
The cleaning status resets every night
At night the rooms somebody slept in go back to to clean, and the clean tick lasts one day only: departures and same-day turnovers come back to clean the next day too. Rooms waiting for an arrival, rooms of a no show and bookings without a physical room stay as you left them.
The department notes follow a different rule: at night only the ones already marked done disappear, and only from the following day, so a confirmation added late in the evening stays visible. Notes still open stay where they are until they are closed, even if they are a month old.
On a computer the list and the card sit together
On a large screen the list stays on the left and the chosen booking opens in a panel on the right, showing «Select a booking» until you tap one. The up and down arrow keys run through the list, Home returns to the first row and Enter opens. On phone and tablet the card opens full screen.
If something does not add upThe most frequent doubts, with the short answer
- I open the section and I do not see the bookings. It opens on the Rooms tab: move to the middle one.
- I type in the search box and nothing happens. The search runs when you send it, not while you type: confirm with the submit key of the keyboard.
- The list shows few rows and I do not understand why. Look at the chips at the bottom of the screen: every filter that is on is written there, the search included, and each one comes off with its own cross.
- I cannot find «Sort by». It sits in the three-dot menu of the top bar, on every platform.
- The total does not match the sum of the cards. It is worked out over the whole filtered result, not over the page: with several pages it is higher. It also includes the portals' commission.
- I tapped «Confirm Booking» and it is orange. The room is configured but not added: tap «Add Room», or answer «Add and confirm» to the question.
- A booking has no room. Open it and use «Assign room». A single uncovered night is enough for the warning to appear.
- I cannot cancel a portal booking. It is not cancelled from the app: cancel it on the portal and Vezpa falls into line on its own.
- I do not see the button to create. It goes with the role: with the Revenue Manager the section is read-only.
- Nobody shows up in the Clients tab. With the search empty the list shows the recent clients: if it stays empty, there are no clients yet, or the active filters leave none among the recent ones. Remove the filters, or search by surname or phone.
- A room went back to to clean and I did nothing. That is the nightly reset: the clean tick lasts one day only.
- A department note has gone. At night only the notes already marked «Done» disappear, and only from the next day. The open ones stay.
- I do not see the age selector for children. It is there if at least one of the rooms the search considers has a children bracket, and then it is there for every room in the list: if it is missing, none of those has one — that is, they all have «Max youth age» at zero.
- The age selector does not offer such a high age. It goes up to the highest «Max youth age» among the rooms the search considers, that age included: one year above it the guest counts as an adult, and is declared among «Adults».
- «Export list» asks me to narrow the filters. The result is above 10,000 bookings: pick a shorter period or a channel and try again.
- I want who is in the house in a given week, but «Arrival date» misses someone. Use «Stay in period»: it also keeps who arrived earlier or leaves later.
- I tap «Label» on the selection and see no labels. With several properties you first have to pick one in the selector at the top of the list: labels belong to a single property.
- The «Filters» sheet has no «Type». The section appears only if the property has at least two room types; the same goes for «Treatment», which needs at least two treatments sold.
Need help?
Write to us from the app, from the Support you find in Configuration.