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Reservation Management
Manage reservations | Calendar | Bookers & Guests
What To Do When You Have A No Show From Booking.com or Expedia
What To Do When You Have a No-Show From Booking.com or Expedia In the unfortunate event of a no-show from Expedia or Booking.com you will have to take certain actions so that you can either charge the guest a cancellation amount or send them an invoice. 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 B
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Group Reservations
Group Reservations In Roomraccoon you can connect various rooms to one reservation by linking the rooms to the main booker if you have a large business group or family at your property. Here are a few key points on group reservations and how to create them. All rooms booked within a group always have to have the same arrival and departure dates however you can [link group reservations with different dates](https://help.roomraccoon.com/en/article/group-reservations-with-different-dates-10
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How To Block Or Close A Room
How To Block Or Close A Room Blocking a room in your RoomRaccoon PMS prevents it from being bookable via any of your booking channels. The room is in fact closed, the status blocked also makes sure that the room does not count as one of your occupancy rates in your reports. How To Block A Room Click on the day and the room you would like to block, like you are entering a reservation. . This will let you know which guests you are still expecting for arrival. Light Blue: Che
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Guests & Bookers
Guests & Bookers Your hotel or B&B is home to many guests. However it's not always the case that these guests have booked themselves in, 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 a
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What Should I do when I receive a cancellation
What Should I do when I receive a cancellation Cancellations are unfortunate however in the hospitality industry they are inevitable. The best way to deal with cancellations is to ensure that the room which was unavailable for booking becomes available again. What Should you do when you receive a cancellation Cancellations should always be done via the channel on which the booking was received. Bookings received from Booking.com or Expedia should be cancelled on these platforms firs
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Connecting two bookings with different dates
Connecting two bookings with different dates On RoomRaccoon you can link two bookings in an instance where a guest spends their first few nights in one room and then moves to another room at a later stage due to unavailability of initial room or a room upgrade. You can link these reservations so that they are invoiced to one guest. Here’s How: Open the reservation or create one if you haven’t already made one. Click on the link icon in the reservation to make a linked reservation.
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What is a channel correction?
The channel 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 hoteliers to set u
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Connect 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.  credit cards via RoomRaccoon
Charging Virtual Credit Cards via RoomRaccoon In order to be able to charge (virtual) credit cards, everything must be set up correctly. In this case, RoomRaccoon will receive the data from the relevant channel and then automatically place it in the box with the booker, so that you can immediately see whether the credit card is available and can then charge it. Please note that different OTA’s will charge the VCC on different days. Agoda - day of departure Expedia - day of departure
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What 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 specializ
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How to move bookings (Drag&Drop)
How to move bookings (drag and drop) Drag and drop your reservations can be done in 2 ways. 1. 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. **2. 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
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How To Manually Adjust A Rate
How To Manually Adjust A Rate On RoomRaccoon you are able manually adjust a rate if you want to discount your guests as a way to show gratitude. This can also be done if you want to offer a family and friends discount. To manually adjust the rate, see the following steps 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:  the booking to another room. How do I lock a booking? Access the reservation. On the guest bar click on the lock icon Click Save . Here you can search for an exi
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Why should I check my guests out?
Why 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 your guests. RoomRaccoon makes check-out as smooth as possible. During check-out, the guest is in front of you and it’s nice to not have to dig around for all the printed bills (which were prepared the night before) and find the right invoice? With our one click check-out you can open the guest's reservation and print out the invoice. Another coke from the miniba
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Price agreement for business bookers
Price agreement for business bookers As a hotelier, you may want to have a negotiated rate with different companies who stay in your hotel or B&B regularly. With RoomRaccoon these companies can book directly on your booking engine with their negotiated rate automatically set. How to Set up a negotiated rate on RoomRaccoon Access the Bookers section on the left of the screen. Go to the main booker of the company and add all data of the company. In the lower right corner you will
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Setting reminders for reservations
How to Set Reminders for Reservations On RoomRaccoon you are able to set reminders about guest reservations. You can do this by accessing the reservations and setting a reminder before (or after) the guest stays at your property. How to Set Reminders Access reservations (calendar icon) Click on the reservation you want to set a reminder on. Click on the bell icon Provide details
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How to overbook rooms
How to Overbook Rooms Overbooking is a feature which allows you to have more bookings than availability as a contingency for cancellations. This is usually used by larger hotels with more flexibility arrangements with other properties so that if there are overbookings they can move guests to other hotels. This feature is available and optimized for RaccoonRev, for more on this click here. To set this u
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Channel Correction
Channel Corrections The channel correction indicates that your guest has booked a room for another rate which is not specified in RoomRaccoon. When a booking comes in with a different rate from an OTA, the reservation will be notes as “promotion” even of you haven’t added the promotion on RoomRaccoon. The most common reason this happens is because booking channels have their own promotions. Even though you have not setup promotions on your booking channels, Booking.com and Airbnb have their
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Invoicing 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?](https://help.roomraccoon.com/en/article/how-does-the-
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Manage Booking.com content through RoomRaccoon
Manage Booking.com content through RoomRaccoon On RoomRaccoon you can manage and update your listing on Booking.com. This makes it easier to manage everything on one platform. How does this work? Click on the gear icon at the bottom left of the screen Open the connectivity tab. Under active connections, on booking.com you will see a green edit button (pencil icon). Click on it Cl
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How do I manage a reservation that closes a room automatically?
How do I manage a reservation that closes a room automatically? Let us explain how you handle a reservation that closes a room automatically. How does it work: When a reservation is created on this roomtype, a block on the other room is shown. This block is green and looks different than when you normally block a room. Would you like to change the date of the reservation? You can do this in the main reservation, the block automatically changes too. Is the reservation cancel
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How to add a reservation to the agenda
How to add a reservation to the agenda A guest calls and wants to make a reservation. This article will explain you step by step what you need to do in order to add a reservation to the agenda. Follow these steps Open your agenda and click on the white box below the date and next to the room type that the guest wants to book. Example: Room 05 for 25 February A new
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Managing Early Departures
Early Departures If in the event your guests decide to leave early and you want to make the room available again, you can, after charging the OTA or booker / guest. This process also works for bookings that have been cancelled. OTA Bookings: After charging the OTA simply go to the reservation in your calendar Select and hold the reservation and move it to a grey room. , you can click on a boo
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What Happens To a Cancelled Booking
What happens to a cancelled Booking When a booking is cancelled, this removes the booking from your calendar. If the booking is cancelled and you have a tax invoice it will show up on the debtors list - to remove this from the debtor’s list you need to create a credit note on the cancelled booking. When the status of the booking is cancelled, this will not affect the management report. How to create a credit note **Go to the reservation **in question. Click on the plus icon to
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How to move reservations in the agenda with a full occupancy
How to move reservations in the agenda with a full occupancy RoomRaccoon has flexibility in changing and moving reservations, we have adjusted the functionality in a way that you can do this even with full occupancy so that you can configure reservations to your preference. How to move reservations Access the Reservations Tab by clicking the Calendar icon on the left. Identify the Room which you would like to move or swap. Simply click on the reservation you would like to sw
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Group Reservations with different dates
Group Reservations with different dates Do you have a group reservation where one or more of your guests is staying longer or departing earlier than the rest of the group? You can make this a linked reservation in order to keep everything on one invoice How to manage a group reservation with different checkout dates Open the group reservation or create one if it is not already. Click on the link icon of the gro
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How to Change the Dates of An Existing Booking
How to change the dates of an existing bookings With so much uncertainty around travelling during these unprecedented times, the ability to have flexibility on dates is important now more than ever. On RoomRaccoon you can change the dates of a pre-existing booking by changing the dates on the reservation itself. How to change dates of booked reservations Access the reservation tab and click on the reservation you want to change.  Click on the avail
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RoomRaccoon Reservation Dashboard
RoomRaccoon Reservation Dashboard The RoomRaccoon Dashboard gives you an entire overview of the check-in's, check-outs, new reservations and new cancellations on a specific day. We recommended that you keep this page open at your hotel so that you can easily access reservations of guests checking in and guests checking out. From the Dashboard, you are able to click on the reservation to easily see all information and execute any actions required for check-in or check out.  in case of changes on the side of the OTA channel the reservations can no longer be processed. To link
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How Do Provisional Bookings Work
How Do Provisional Bookings Work Provisional bookings are bookings that have been reserved for a specific date but haven’t been confirmed yet. These bookings usually are not guaranteed bookings and therefore have no prepayment/deposit or a payment method. On RoomRaccoon, provisional bookings are displayed in brown on your agenda Provisional bookings are usually direct reservations that come through
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How to Cancel a Reservation
How to cancel a reservation You can cancel a reservation on RoomRasccoon by simply changing its status on the reservation and changing it to “cancelled”. How to cancel a reservation Click on the reservation in your agenda In reservation, change this to “cancelled” Click on Save. Please Note: If the booking was made via an OTA, cancellations need to be done on the OTA by contact
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How to Extend a Guests' Stay From an OTA Booking
How to Extend a Guest’s Stay From an OTA Booking Bookings made through an OTA (Online Travel Agency) disable the check-in and check-out date as this is communicated directly from the booking channel and cannot be changed. If your guest however wants to extend their booking, this can be done by using the “extend stay” feature in the OTA booking. How to Extend a Guest’s Stay From an OTA Booking Open the OTA reservation from your agenda/reservations In the reservation, click on “e
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How to Upgrade a Room From an OTA Booking
How to Upgrade a Room From an OTA Booking Room upgrades are a great way to upsell and make more revenue hence this is not restricted even for bookings that come from OTA’s. When making upgrades with reservations from OTA’s, RoomRaccoon will let you know that when you move the reservation and an update is done from the channel, this will reset the reservation to its original room. What happens w
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How to Checkout a Linked Reservation
How to Checkout a Linked Reservation On RoomRaccoon once you check out an invoice, the system will automatically generate a tax invoice however with linked invoices you need to generate the invoice manually. Please note: Before you checkout the main reservation, you will have to check out all linked reservations first. How to checkout a linked reservation Check out the main reservation. RoomRaccoon will let you know that an automatic invoice won’t be created and you will need t
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Do I Get a Confirmation Email When I Receive a Booking
Do I Get a Confirmation Email When I Receive a Booking Once a guest makes a reservation from your Booking Engine, the account holder will receive an email from RoomRaccoon notifying them that a new reservation has been made. Once a guest makes a reservation you will receive a copy of their booking confirmation which will include all guest data with relevant information to the guest’s stay. .
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