A reservation can be:
- Confirmed
- Option
- Offer
- Cancelled
- Cancelled: No Show
You can set the status of a reservation while creating it or you can edit it from the reservation detail. The status can also be updated by the guest himself in case he confirms or cancels his reservation online.
☞ Docs: ZaK - Reservation detail
Depending on the reservation status the rooms may or may not be reserved. This also affects your room availability. In case the reservation has been created on ZaK (and you have subsequently sent the guest a link to voucher and check in online) your guest can confirm the reservation by entering his/her credit card details, or cancel it.
A reservation can be:
1. Confirmed
The reservation is confirmed and the rooms are booked. Consequently, the reservation will affect the rooms availability. (Usually the reservation is guaranteed by credit card). In the reservation section, confirmed reservations are shown in green.
2. Option
These reservations are not fully guaranteed. A reservation in option has an expiration date that you can enter manually. Alternatively the system will assign an expiration date by default (the expected date of arrival). The guest, from the online check-in page, can guarantee his reservation according to the Guarantee Methods you configured (in this case the status will change from Option to Confirmed).
- If the guest guarantees BEFORE the expiry date, the reservation is automatically changed from Option to Confirmed status. You'll receive an email and find a warning in Dashboard-Deserving Attention.
- If instead the option has already expired, the guest can no longer guarantee it. On the Online Check-in page, he'll see a warning.
- Once the option has expired, the reservation is NOT automatically cancelled. It is still in option status, but the availability is released and the reservation disappears from the Planner. If you want to cancel it, you need to do this manually. However, you will find a warning both in Home-Deserving Attention and in the Planner on the expiry day.
3. Offer
This status is used to make an estimate. Rooms are not booked: a reservation with the "offer" status does not affect room availability and is not visible in the Planner. Also offers have an expiration date.
- Offers can be guaranteed by the guest BEFORE the expiry date, but only if there is still availability for those dates/rooms.
- If the guest guarantees it before the expiry date, the reservation does NOT become automatically confirmed. It is still in offer status. You'll receive an email and find a warning in Dashboard-Deserving Attention. You'll have to manually change the status to "Confirmed" or "Cancelled".
- If the offer has already expired, the guest can no longer guarantee it. On the Online Check-in page, he'll see a warning.
- Once the offer has expired, the reservation is NOT automatically cancelled. It is still in offer status. If you want to cancel it, you need to do this manually. However, you will find a warning both in Home-Deserving Attention and in the Planner on the expiry day.
Offer and option reservations can be found in ZaK at the following section:
↳ Useful link: ZaK > Reservations > Reception > Options and offers
4. Cancelled
The reservation has been cancelled and the rooms are not reserved: availability is therefore cleared. Through the link to the online check-in, the customer will NOT be able to guarantee his reservation. Cancelled reservations are shown in red:
5. Cancelled: No-show
If the guest does not show up, you can use this status to cancel the reservation but also to keep track that the guest did a "no show". These reservations also appear in red.
Reservations colors:
RED: Cancelled - No Show
ORANGE: Option - Offer
GREEN: Confirmed