Overview
The Bookings module is the heart of RoostSync. Manage all your room reservations, track guest arrivals and departures, and sync bookings from OTAs like Airbnb, Booking.com, and Agoda.
Calendar View
The calendar provides a visual overview of all bookings across your property:
- Timeline View - See rooms as rows with bookings as colored bars
- Month View - Traditional calendar grid showing occupancy
- List View - Upcoming arrivals and departures in a list
Click any booking to view details or make changes. Drag bookings to move them to different dates or rooms.
Creating a Booking
1. Start New Booking
Click "New Booking" or click on an empty date in the calendar. For walk-ins, you can create same-day bookings directly.
2. Select Room & Dates
- Choose check-in and check-out dates
- Select room type or specific room
- System shows availability and pricing automatically
- For multiple rooms, add each room separately
3. Enter Guest Details
- Guest name (required)
- Contact number - important for Philippine guests
- Email address
- Number of guests (adults/children)
- Special requests or notes
4. Set Payment
- Total amount calculated based on room rates
- Add extras (breakfast, transfers, etc.)
- Record deposit or full payment
- Choose payment method
5. Confirm Booking
Review all details and click "Create Booking". A confirmation can be sent to the guest via email or SMS.
OTA Bookings
Bookings from Online Travel Agencies (Airbnb, Booking.com, Agoda) sync automatically when you connect your Gmail. See the Gmail Sync Guide for setup.
How OTA Sync Works
- OTA sends booking confirmation to your email
- RoostSync reads the email and extracts booking details
- New booking is created automatically
- Room is blocked on calendar
- You receive a notification
Set up email rules on OTAs to forward all booking emails to a dedicated address. This ensures no booking is missed.
Booking Status
| Status | Description |
|---|---|
| Confirmed | Booking is confirmed and room is reserved |
| Pending | Awaiting confirmation or payment |
| Checked In | Guest has arrived and is currently staying |
| Checked Out | Guest has departed |
| Cancelled | Booking was cancelled |
| No Show | Guest did not arrive |
Check-In Process
- Find the booking (search by name or check today's arrivals)
- Verify guest identity (ID for Philippine guests)
- Collect remaining balance if any
- Assign room if not already assigned
- Click "Check In"
- Provide keys and property information
Hotels and resorts are required to collect valid government ID from all guests. Keep records for at least 3 years as per DOT guidelines.
Check-Out Process
- Review room charges (minibar, restaurant, services)
- Verify all charges with guest
- Process final payment
- Click "Check Out"
- Collect keys and provide receipt
- Room status changes to "Needs Cleaning"
Modifying Bookings
Change Dates
Extend or shorten a stay by editing the booking or dragging it on the calendar. Price adjusts automatically.
Change Room
Move guest to a different room by editing booking and selecting new room. Useful for upgrades or when issues arise.
Add Charges
Add extra charges (late checkout, damages, extras) directly to the booking folio.
Cancellations
- Open the booking
- Click "Cancel Booking"
- Select cancellation reason
- Process refund if applicable
- Confirm cancellation
Cancelled bookings are kept in history for reporting. The room becomes available again immediately.
Room Blocking
Block rooms for maintenance, renovation, or owner use:
- Click on the calendar date range
- Select "Block Room"
- Choose reason (Maintenance, Owner Use, Other)
- Add notes if needed
- Save
Tips for Philippine Properties
- Always collect mobile number - Filipinos prefer Viber/SMS communication
- Note if guests need airport transfer or tricycle pickup
- Track if booking is for staycation (often requires promo handling)
- Consider PWD and Senior Citizen discounts (20% mandatory)
- Document guest count for barangay reporting if required
Send a WhatsApp or Viber message to guests 1 day before arrival with directions and contact details. This reduces no-shows significantly.
Troubleshooting
| Issue | Solution |
|---|---|
| Double booking | System prevents this by default. If occurred via OTA, contact OTA to relocate one guest. |
| OTA booking not syncing | Check Gmail connection in Settings. Verify email was received. |
| Cannot check in guest | Ensure booking status is Confirmed and check-in date is today or past. |
| Wrong pricing | Edit booking to manually adjust, or check rate settings for the room type. |