- Click the link Web Bookings on the far right of the screen.
- This shows bookings made within the date range selected.
- Each time a web booking comes in the number beside the link will increase and it resets itself to 0 at midnight daily
- Click today screen
- Sort by All on the top right of screen
- Click Today's beds link just under this to see all beds for today only
- Click List ALL Beds in the Today tab to see all beds and who is allocated where for the next 7/14 days depending on your settings (list all beds shows only allocated bookings)
- Click Calendar View (on today tab)
- By default it shows you the availability in each room type for the next 2 weeks regardless of bookings, allocations etc
- Click Allocation
- Click Long term
- To allocate on an overall basis use the percentage option in the top left, this will calculate the relevant beds from every room type to go online
- To allocate per room type use the drop downs under each type
- Click Set Allocation (yellow button) bottom centre when you are done
The dark bold numbers are the maximum number of beds available in that room type on any given day within that month. The numbers in the white boxes are the average number of beds allocated online in that room type on any given day
To remove or change this availability for certain days, click the month at the top of table or the short term option on the top left
The dark bold numbers are the total available beds on that day
- The numbers in the white boxes are the actual beds allocated online
- Change the numbers in the white boxes according to requirements or use the drop down on the left
- Click the yellow Allocate button on the bottom right
No updates of allocation take place until the yellow Allocate button is clicked
- Click Calendar view (on the today tab)
- It is sorted by room type, showing your availability over the next 2 weeks
- Click the plus symbol against the relevant room type
- Empty cells mean the room is empty
- Cells with numbers indicate how many people are allocated to that room
- Unallocated cells show that people have booked that room type but have not yet been allocated to a particular room
- If you want to see all room type click the large plus symbol against the word room type at the top left
Same procedure for both
If the booking is due to arrive
- Open the booking
- Click Rooms Tab
- Click Change Types
- The grid shows you the room types and beds available for the dates of the booking
- Increase/Decrease the number in the guest box to the new number of guests
- Click Save
- Follow prompt to proceed
If changing the room type
- Put zero in the guest box against the original room type
- Put the new number of guests in the guest box against the new room type
- Click Save
This process updates availability in the relevant types and any bill information
If a booking is already checked in
- Void check in on the bottom left of the booking
- Proceed as above
The message reads "Same room not available for all consecutive nights, please check calendar view"
Bookings have been pre-allocated into rooms. We recommend that bookings are allocated at check in or the morning of arrival. To check what rooms have been pre-allocated:
- Click Calendar View (today tab)
- Click plus against the room type of the original booking
- See what dates bookings have been pre-allocated, these bookings must be unallocated
- Alternatively look at the List ALL Beds (today tab) sorted by room type.
- You can click into the bookings from here and move accordingly.
When allocating rooms you should always look at the number in brackets e.g. 101 (7). This indicates the number of free beds within that room. Rooms should always be filled first
When searching for Internet bookings you must search using the property number too e.g. 30000-1236547, the customer number is not enough. You can also search by first name, surname or backpack online reference number.
The only reason you can't cancel a booking is if it is checked in. When a booking is checked in, the first tab within the booking shows reads as "check out" and the cancel option is in grey.
- Click Void Check In (bottom left of the booking)
- Click Cancel
These all mean the same thing. There is a problem booking that must be processed manually.
- Click Web Bookings
- Click Process against the relevant booking
- The grid shows the availability of each type for the required period
- Type zero into the guest box against the room type initially booked
- Type the number of guests into the guest box against the new type
(If the avail column shows sufficient beds for the initial booking just click process)
- Click Process
- If this does not work it will prompt and ask you to try again
These are just like any other Hostelworld.com booking. All bookings must be honoured
First Billing items must be set up and the Register box ticked against the relevant items (see manual or ask for further details)
- Click Register (today tab)
- Select an item from the drop down
- Type correct quantity and amount if not set by default
- If there are multiple purchases, click add more items, then follow the process above until all items are listed
- Select the pay method
- Click Pay
- Click Calendar view (Today Tab)
- Sort by Floor
- Click Go
- Click drag across the room and nights required
- Click Out of Service (OOS)
- It tells you the maximum free beds available to put OOS and lists all beds in that room
- Tick the relevant box against each bed
- Click Save
- A red symbol shows to indicate that some beds/all beds are OOS
- Open the booking
- Click bill tab
- Click charge tab at the bottom of the bill
- From the drop down select the charge e.g. Internet/Laundry
- Type the amount/quantity etc
- If the amount box is grey/disabled the settings indicate this amount is not changable
- Click Charge, it appears on the bill in white
Follow the charge procedure except click the discount tab at the bottom of the bill
- Open the booking
- Click bill tab
- Click payment tab if it is not already selected
- Type in the amount payable
- Select the relevant pay method
- Click Pay
- Open the booking
- Click bill tab
- Click the payment listed in the bill that you want to refund
- This goes purple and the refund tab is automatically selected
- Type in the amount to be refunded
- Select the relevant pay method
- Click Refund
You cannot make refunds if no payments have been made
The type and rates must be set up for the additional types (see manual or ask for further details)
- Click and drag the required nights as if making a booking
- It shows the available room types with a circular symbol to the left
- Click the circular symbol
- A pop up shows with a list of room numbers listed against this type
- Select the new type e.g. a Twin Room from the drop down
- Click Save
- The new room type shows on your available room types list
- Proceed with a booking or return to your original location
- On calendar view a small purple symbol shows to indicate that the room type has been changed
Have you cancelled your No Shows?
- Click Today
- Sort by All
- Any bookings with the status of No Show need to be cancelled
- The system holds these beds until they are cancelled
- Click Settings
- Click Hostel Set Up
- Click General Options
- Change time zone as relevant/Tick the relevant boxes for required setting you'd like to change
- Click Save
** For the following functions the settings must be in place for billings items/discounts
