Group reservations with different dates
Group Reservations with different dates
Do you have a group reservation where one or more guests stay longer or depart? Make this a linked reservation in order to keep everything on one invoice:
Open the group reservation or create it if it is not already been done.
Click on the icon of the group reservation to make aPopularConnect a reservation
Link reservations and invoices.
Do you have a guest who returns on a weekly basis and would you like to invoice this in one go? This is now possible by linking the reservations together!
Open the reservation of the guest's next arrival date.
Click on the 'link' icon of the reservation.
Search the reservation by name or reservation number, select the reservation you want to link and click on save.
InsertSome readersAdding Add-Ons to existing reservations
If a reservation is already made and the guest wants to add a few extra's in the form of add-ons, you can easily add these to the system.
Click on the reservation in your calendar
Click on the add-on field under the pricing on your right hand side
Add the add-on here, press save
The add-on can be a manual add-on, or a pre-saved add-on. If you intend to use certain add-ons more frequently we would advise you to save the add-on in your systemSome readersStripe: what if the payment failed?
When the guest is redirected from the Booking Engine to Stripe, the following happens between RoomRaccoon and Stripe:
The reservation is cancelled at the same time as the status in RoomRaccoon (not as a pop-up, but in the background).
The payment is debited from the bank account of the client/guest. The payment must be made in Stripe by the customer / guest
The payment must be made in Stripe by the customer / guest.
The payment is offered by Stripe and is availableSome readersWhy should I check my guests out?
Check-out is an important point of contact and often the last chance to make a good impression on the guest. RoomRaccoon helps you to make the check out as smooth as possible. During check-out, the guest is in front of you. How nice is it to not dig into the box with all the printed bills (which were prepared the night before) to find the right invoice? With one click on the button you can open the guest's reservation and print out the invoice. Another coke from the minibar? No problem! Adding aSome readersGuests & Bookers
In your hotel or B&B you welcome many guests. Not all of these guests have booked for themselves, especially if you welcome frequently corporate guests. Therefore, your RoomRaccoon PMS makes a difference between bookers and guests.
Bookers
Every reservation should have a booker which is why you always should fill in this information first while making a booking. A booker is the person who makes or requests the booking. The details of the booker are also stated on top of the invoiSome readersHow do I block/close a room?
Blocking a room in your RoomRaccoon PMS prevents it from being bookable via booking channels. The room in fact is closed. The status blocked also makes sure that the room does not count for your occupancy rate in your reports.
Click on the day and the room you would like to block, like you are entering a reservation.
Set the arrival date on the first day of the block and the departure date on the last one.
If you want to add more rooms, click on the add more rooms buttonSome readersChannel Correction
RoomRaccoon has a function within the system called Channel Correction. Its name may scare some users, but what is a channel correction and how can you deal with it in the best way?
Channel Correction
The Channel Correction actually says what it does. There is a demonstrable difference between RoomRaccoon and the channel in question, which means that the price has to be adjusted both by a minus amount or sometimes by a higher amount. The price deviation ensures that the correct aSome readersWhat is a channel correction?
The c_hannel correction_ indicates that your guest has booked a room for another rate than specified in your RoomRaccoon account. The price difference needed to be corrected. RoomRaccoon PMS always applies the rate that the guest actually booked.
A channel correction does not necessarily mean that something is wrong. Let us give you the most likely causes for a channel correction:
Promotions & Genius Booker discounts
A lot of booking channels such as Booking.com encourage hSome readersHelp, I have a Channel correction!
_RoomRaccoon has a function within the system called channel correction. Its name may scare some users, but what is a price deviation and how can I deal with it?
_
The price deviation
The price deviation actually says everything it does. There is a demonstrable difference between RoomRaccoon and the channel in question which causes the price to adjust both with a minus amount and sometimes with a higher amount. The price deviation ensures that the correct amount is always commuSome readersConnecting add-ons on an invoice to a specific day
Go to the pricing section of the reservation and add an add-on.
Click on the link icon to link the add-on to a specific day.
Check that the add-on has been posted for a specific day and choose the correct date.
Do you have a group reservation and does one of the guests want an extrSome readersCharging (virtual) credit cards via RoomRaccoon
Update availability In order to be able to tax (virtual) credit cards, everything must be set up correctly. When this is the case, RoomRaccoon will fully receive the data from the relevant channel and will then automatically be placed in the Stripe box with the booker, so that you can immediately see whether the credit card is available and can then tax it.
Important to pay attention:
Firstly you have to have set up at Booking.com that the CVC / CCV code is mandatory, so we alwaysSome readersReservation Status via Colour Codes
It is a very helpful feature for your hotel or B&B to instantly recognise the status of a booking right in your agenda without first having to open every single reservation. Let us have a look at the different statuses that you can assign to a booking in your RoomRaccoon PMS.
Blue | Confirmed booking: These bookings are confirmed.
Green | Check-in: While checking in a guest, you should change the status of a booking from booked to checked-in. This will help you to quickly see whom ofSome readersSending document manually
How do you manually send a document?
You can do this by using the envelope icon in your reservation, at the bottom of the reservation you will see all the documents. No envelope? Then you have not added a mailadres to your booker and you would need to do this first. When you have entered the correct email address to the booker, the envelope will appear. By clicking on it, you will see the email address appear. You can change this if you wish and then you can send the document.
How do yoSome readersWhat is the booking history?
Check out RoomRaccoon's booking history.
RoomRaccoon PMS keeps track of what happened and when changes were made. Useful, isn't it?
To view the history of a particular reservation, simply open the booking via RoomRaccoon's agenda. At the top of the page, you'll find the history button. Here you can see all the changes that have been made.
Have a question about a reservation? So it's a good idea to take a look at the booking history first.Some readersSetting reminders for reservations
In RoomRaccoon it is possible to set reminders for specific reservations. Open the reservation and click on the bell icon:
Remind yourself to check if a prepayment has been done in time
Remind yourself to confirm an optional bookingSome readersCorporate booking arrangements and Tour Operators
Many tour operators are used to having some sort of access to a Hotel’s PMS, so that they can make bookings without necessarily having to phone the Hotel or make a booking on the hotel’s booking button where credit cards are usually required.
With RoomRaccoon corporate booking arrangements can be made where certain companies or tour operators with whom you’ve made a special agreement with can book on your booking button, receive their discounted rate as well as finalise the booking withoutSome readersHow do I change the price manually?
Someone has booked with you for the fifth time. You feel like you want to thank them by changing the rate manually to a discounted rate. Or maybe a few friends have booked with you directly and you want to offer a friend discount. All reason why you would want to manually adjust the rate in the reservation.
Click on the reservation you would like to adjust
Add the rate-type to the reservation. Do this by clicking on the arrow icon in the reservation:
Drag and dropping your reservations can be done in 2 different ways.
Dragging from within the same roomtype. When you do this, the room will just switch and no rate change will be asked because the im technically speaking the same.
Dragging to a different roomtype. If this is done you will get the question if you want to keep price or calculate a new rate price. If chosen for the first option, the booked rate will be kept. Think about using this when you are giving a free upgradSome readersInvoicing in RoomRaccoon
In the RoomRaccoon account it is possible to send invoices, split and credit where necessary.
This is a very extensive part of the system, click on the article you have questions about.
FAQ over invoicing
Invoicing within RoomRaccoon
How does the Proforma work?
Accounting software. Xero and Quickbooks
StripeSome readersPrice agreement for business bookers
As a hotelier, you may want to have a few agreements with different companies who stay in your hotel or B&B on a regular base. Ideally, these companies should be able to book with you directly via the booking engine and have their negotiated rate automatically in place.
With RoomRaccoon, this is possible!
Go to the main booker of the company and add all data of the compaSome readersHow to add a new booking
Making a new booking for your hotel or B&B is very easy with your RoomRaccoon PMS. Navigate to your agenda tab and use the date picker to navigate to the date that your guests wishes to arrive.
In your agenda, you instantly can see which of your rooms are available. Click on an empty room in order to start making the booking.
Reservation page
When clicking on an empty room, RoomRaccoon opens the reservation page for you. Always start with searching for a booker or add aSome readersGroup reservations
Group bookings are marked by a blue corner in RoomRaccoon and light up together when hovering over one.
Group bookings are characterised as follows:
All rooms always have to arrive and depart together on the same date. If one person stays longer or shorter, this room has to be split from the group and entered separately. If the guests still wants one invoice for alSome readersWhat is an affiliate program?
Often, our next-door neighbours can be our best ambassadors. How? Through an referral program!
Let's start with the most basic program we all host on a daily basis: booking OTAs like Booking.com, Expedia or Airbnb. How does it work? We make our accommodation available on the booking platforms and pay a commission for each of them. But why don't we do the same to increase the direct booking fee?
Stop and take a look around. Probably in your area there are dozens of restaurants, shops sSome readersLocking a booking
Once in a while a guest prefers a specific room. Lock the booking in your RoomRaccoon PMS to a specific room so that you or your colleges can no longer (accidentally) move the booking to another room.
Click on the reservation
On the guest bar, click on the lock icon
Click on saveSome readersDifferent ways to view your agenda
According to the characteristics and way of working in your property, the RoomRaccoon system allows you to choose different ways of viewing the agenda. Learn everything here.
Three types of visualisation
Standard View
Compact View**Some readersLinking Payments
We’ll explain linking payment to invoices below:
Open the selected reservation
Under the payment section make sure the payment is added, if not, add the payment:
Click on the icon in between the date and the cost
. Here you can search for an existingSome readersCharge Card or Payment Request via a Payment Service Provider (PSP)
With the use of a payment service provider (PSP), you have a very useful tool in the financial management of your accommodation.
Firstly, it simplifies the collection procedure for your guests on a large scale. Secondly, it makes the entire procedure much safer, and more professional. Last but not least it may save a decent amount of money on settlement costs.
But how does everything work?
Your guest makes a reservation for your accommodation through your Booking Engine. RoomRaccooSome readersPayment status
One can easily see the payment status of a booking by looking at the colour of the corner in the calendar.
Step 1: Go to your calendar overview.
Step 2: Take note of the top right corners of the booking blocks. Here follows a list of what each colour represents:
Orange corners = No payment received
Yellow = Partially paid
![](https://storage.cSome readersChecked out a reservation by accident
Did you accidentally check out a reservation? As you've probably seen, you can't change the status anymore after checking out. This is because an invoice is created immediately when you change the status to check out. What is the best way to deal with this?
Reservations should have been cancelled;
Instead of cancelling the reservation you checked the reservation out, how do I get the room available again? After checking out, you can't drag and drop the reservation anymore. Open tSome readersI have a no-show from Booking.com or Expedia. What should I do now?
Sadly it happens to the best of us hoteliers. You have prepared the room for your guest who has booked via Booking.com or Expedia and then... nothing. He or she simply does not show up. You have a no-show.
Mark the booking as no-show in Booking.com
Open the reservation in your Booking.com Extranet. Here you will find a button to mark a guest as a no-show the day after the planned arrival date. Make sure to always mark no-show guests as Booking.com will cancel the commission feSome readers