How to Set up Room Allotment?

  • Anna Branquinho |
  • 0 step |
  • 4 minutes
  • RoomraccoonRoomraccoon
  • GetguruGetguru
Create a booking
Add or search the booker's name
Select the dates for the booking.
Select ‘Allotted’ in the status dropdown menu.
Under "Guest details," add rooms or room categories to be included in the room allotment.
Click "Add selected rooms"
Click "SAVE"
Click Reservations module
View your Allotted booking in the reservation calendar
There are two ways to complete the setup of an allotted booking. You can either send a link to the booker or guest, or you can set it up directly in the system.

How to set it up in the system?

Click on the reservation
Click the Allotment tab.
Select the date range of the allotted booking. You can also specify a particular date within the initial range you selected to make the booking.
Select rate plans for each room and set the number of rooms you would like to be available in each room category. It is mandatory to add a rate plan to proceed to the next step of this booking.
Click "Next step"
Add the main guest's name and click allotted bookings. (We have chosen to specifically only offer a 'main name' for this booking process (like making a reservation at a restaurant) to avoid making this step too complicated and time-consuming.)
View your allotted booking summary by clicking on the original individual reservation and scrolling down to the room's section. You will also see a booking summary on the right under the ‘add-ons’ section, showing you the amount the booking is worth.
We have updated the user interface of the linked rooms to display the room number and the name of the primary guest who will be occupying the room. Note: Once booked, a room from the list cannot be removed or deleted and will appear greyed out in the reservation.
View your bookings in the allotted reservation in the Reservations calendar. When a booking has been made in the allotted booking, a blue booking tab will appear in the allotted booking place, signalling that the room has been booked.)
If you click on a confirmed booking, it will open up the booking page as usual. This page will display all the necessary details about the booking, such as any add-ons, special requests, or notes.

How to access the reservation invoice?

Click on the reservation.
Create an invoice
Click on the reservation number.
Select the items you want to add to the invoice.
Click "CREATE INVOICE"
To cancel an allotted reservation, select ‘Cancelled’ in the status dropdown menu.
Click "SAVE"

How to let guests to choose rooms through a booking engine link

Click "Documents module"
You can create different Room Allotment documents for different scenarios - whether for weddings, corporate events, or travel agent partnerships.
Click " + DOCUMENT"
Give your document a name
Click "SAVE"
Create a booking
Add or search the booker's name
Select the dates for the booking.
Select ‘Allotted’ in the status dropdown menu.
Under "Guest details," add rooms or room categories to be included in the room allotment.
Click "Add selected rooms"
Click "SAVE"
Click the Reservations module.
Click on the allotted booking.
Click on the Linked reservations dropdown.
Once you have created your Room Allotment document, you can easily send it to a guest by selecting their name from the linked reservations.
Select the document you would like to send.
Click on the paper plane next to the document.
Check the email address and create your custom message in the custom content section.
Click "SEND"
After sending the Room Allotment document, the booker or guests will receive a link to access your custom booking engine window. This will let them choose their preferred room and any add-ons you have made available for their reservation.
The arrival and departure date will be fixed in the booking engine and cannot be changed by the guest to be outside that date range.
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