Creating & Managing Bookings

Press Add Booking — it sits on the calendar, the list and the inventory view — or click an empty cell on the calendar for the room and date you want, which pre-fills both.

The form has guest details on one side and rooms on the other:

1. Set the dates — check-in and check-out.
2. Choose the source — where the booking came from.
3. Fill in the guest — start with their email, phone or ID number and Amiqa will offer to fill the rest.
4. Pick the room — only rooms free for those dates are offered, with the price per night and the stay total.
5. Add more rooms if it is a group. Several rooms on one booking stay linked.
6. Save.

The price is calculated as you go, so you can quote a total on the phone before you commit anything.

No. Type two or more characters into Email, Phone or Passport / ID Number and Amiqa searches your previous guests as you go.

The suggestions show each guest's name with whatever identifiers you have, plus how many times they have stayed. Pick one and the whole block fills in one click — name, email, phone, ID number, country and any notes you kept. You get a confirmation: Guest details filled from previous stay.

Any of the three fields searches all three, so a guest on the phone who cannot remember which email they used can be found by their number instead.

If you then edit a field, Amiqa quietly unlinks the match and creates a new guest record — so correcting a typo does not overwrite the original guest.

Passport / ID Number on the guest form. It is searchable, so it works as a lookup as well as a record.

Useful in two ways. Many countries require you to record guest identification, and this keeps it with the reservation instead of in a paper ledger. And because it is searchable, a returning guest can be found by their ID when they cannot remember which email they booked with.

It also shows on the payment page, so whoever handles the folio can see it without opening the booking.

Three options when you create a booking by hand:

• Direct — the guest came to you: phone, email, WhatsApp, or standing at your desk having planned it. The default, and right most of the time.
• Walk-in — no reservation, just arrived looking for a room tonight.
• Tour Operator — an agency or operator sending you business.

Bookings from your OTAs and your own booking site label themselves, so you never set those by hand.

Take a moment to get it right, because it becomes a filter later. Knowing what share of your business walks in versus comes from an operator tells you where your demand really comes from — and whether the operator commission is earning its keep.

Switch on the Tentative toggle when you create the booking. The room is held — and here is the part that matters: a tentative hold takes the room off sale on your OTAs immediately.

That makes it a real hold, not a note to yourself. Nobody can book that room on Booking.com while your guest thinks about it.

What tentative does not do is send a confirmation email, which is correct — nothing is confirmed yet.

Tentative holds appear in their own count in Today's Summary, and are left out of your payment reports since no money is expected yet.

Open it and change the status from Tentative to Upcoming. That is the confirmation.

At that point it becomes a normal booking: the guest gets their confirmation email, it counts in your payment reports, and it behaves like anything else.

For a group hold you get a choice — Confirmation Options asks whether to confirm this room or Confirm all rooms. Useful when half a group has committed and half has not.

Turn on House Account on the booking. Its help text is exact: "Owner / staff / comp stay. The room is blocked but the night is excluded from revenue, ADR and RevPAR."

Use it for:

• Your own stay, or a family member's
• Staff accommodation
• A complimentary night making up for a problem
• An influencer or press stay

The reason it exists is your figures. Record your own week as a normal booking at zero and your ADR drops, your RevPAR drops, and a good month reads as a bad one. House Account blocks the room properly while leaving your performance numbers telling the truth.

The room still counts as occupied, because it genuinely is not sellable.

Pick a different Rate Plan, or set a price by hand. A hand-set price is marked Overridden, and Reset to base rate puts it back.

You can see the Current rate alongside, so you always know what you are discounting from.

Use a rate plan change when the guest qualifies for a different deal — they will take breakfast, or they will accept non-refundable for less. Use a manual price for a one-off: a long-stay deal, a goodwill gesture, a rate you agreed with a repeat guest years ago.

There is a Breakfast setting on the booking — Included or Not included — and the booking then carries a Breakfast or No breakfast tag.

It is not just a label. It feeds the Breakfast Report in the Operations panel, which lists how many breakfasts to prepare and for which rooms. Your kitchen gets a printable list instead of somebody counting bookings by hand each evening.

If a guest adds breakfast on arrival, set it here and the report picks it up.

Usually yes. If the dates break one of your own rules, Amiqa lists exactly which — Stop Sell, Closed to Arrival, Closed to Departure, Minimum Stay or Maximum Stay — and offers Override Restrictions.

That is the right behaviour for a front desk. Your two-night minimum exists to stop OTAs fragmenting a holiday weekend, not to stop you selling a single night to a guest standing in front of you at 9pm.

Occasionally you will see Cannot Book instead, when the room genuinely is not available — already booked, or blocked.

Add more than one room to the same booking. They are linked as a group and can be handled together or one at a time.

That linkage does real work:

• One guest record, one folio for the whole party
• Check in together, or room by room — Amiqa asks which you want
• Cancel the whole group or a single room
• Move or resize one room without touching the others

Group bookings show a Group Booking label in your reservations list so you can see at a glance that a row is part of something bigger.

For complicated changes there is a rooms panel where you can add and remove rooms in one pass rather than editing repeatedly.

Open it from the calendar or the list and edit what you need — dates, room, guest details, price, extras. Save when you are done.

For simple changes the calendar is faster: drag the bar to move it, drag its edge to lengthen or shorten the stay. Use the form when you are changing several things at once, or anything about the guest.

When a booking changes, the guest gets a modification email automatically, so you do not have to remember to tell them.

If you try to leave a booking form with edits you have not saved, Amiqa stops you: You have unsaved changes, and warns they will be permanently lost.

Discard leaves and throws them away. Keep editing returns you to the form.

It is there because a front desk gets interrupted mid-booking constantly. The warning is what stops a phone call costing you ten minutes of typing.

Change the booking's status to No Show. Amiqa then releases the room, puts those nights back on sale, and pushes the availability out to your channels — the same as a cancellation.

Two things to know:

• You cannot mark a no-show before the arrival date. Amiqa will tell you: "Cannot mark as no-show before the check-in date." A guest who has not arrived yet is not a no-show, they are simply not here yet.
• It only applies when you save. Select No Show and press Update Booking to commit it. Change your mind before saving and nothing happens.

It is reversible. If the guest turns up at midnight after all, put the status back to Upcoming and check them in.

Once recorded, apply whatever your cancellation policy allows — commonly the first night. That is what the no-show charge on your policy is for.

Open it and cancel, or use Cancel Booking from the hover card on the calendar. The room goes straight back on sale everywhere.

For a group you choose whether to cancel that one room or the whole booking.

Cancelled bookings do not disappear. You can still open one and see its payments, which is exactly what you need when working out a refund. And a cancellation can be reversed — if a guest changes their mind, restoring it brings back all the rooms in the group and takes the availability off your channels again.

Add a reason when you cancel. It is kept with the booking, and in three weeks it answers the question nobody can otherwise remember.

It depends on the role you gave them, set in Account Settings → Employees.

• Manager/Admin — everything. Create, change, check in and out, cancel, mark no-show, and override restrictions.
• Receptionist — the day-to-day work. Taking bookings, checking guests in and out, recording payments. This is the right role for your front desk.
• Guest — read-only. They can see, and change nothing.

The difference between Manager and Receptionist is mostly the settings, not the bookings — a receptionist can run a shift, but cannot reprice your season or reconnect a channel.

If someone cannot do something they need to, change their role rather than sharing a login. Every action is recorded against whoever did it, and that only works if people are themselves.

Amiqa only offers the moves that make sense, so the dropdown is always a short list of legitimate next steps.

Almost everything is reversible, which is the point. The only one-way door is cancellation — and even then you can restore the booking itself, you just cannot flip the status directly.

Use the Comments field on the booking. It stays with that reservation and is visible to anyone who opens it.

This is for things about this stay, not about the guest in general:

• "Arriving late, around 23:00"
• "Anniversary — flowers arranged"
• "Wants the quiet side if anything opens up"
• "Paying the balance in cash on arrival"

Special requests that arrive with a booking from your own site or an OTA land here too, so it is the first place to look before a guest checks in.

In the Extras section of the booking. Anything bought on your booking site arrives here with its quantity and price, so your front desk knows a transfer is expected and what was paid.

You can add and remove extras after the booking too — a guest who decides on breakfast at check-in, or cancels the transfer because a friend is collecting them.

For one-off charges that are not part of your catalogue — a damage charge, a late checkout — use Add Extra under Extra Services & Adjustments instead.