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All Bookings

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Universal Search Term: To quickly locate this page, search for All Bookings.

Location: App – Bookings – All Bookings

Required Setup: In order to view this page, you must be assigned one of the following roles: Booking Agent, Booking Manager, Bookkeeper, Front Desk, General Manager, or a custom role that includes the permissions for any of these roles.

Scope: This feature is available in all versions of Kigo.

About the All Bookings Page

The All Bookings page allows you to access any existing booking, and create new bookings. A booking is a reservation made in Kigo for one or multiple units by a guest using a Kigo web site or third-party booking channel. You can create bookings for guests, or for owners here. At a glance, you can view the status of existing bookings, the name of the guest, the dates of the stay, along with the total cost of the stay and the balance due.

Booking Summary Page

The top section of this page includes a variety of search filters that you can use to help find a specific booking. The lower section of the page lists the bookings. Booking records that have been most recently added or modified are listed first. Twenty booking records are displayed at a time. If there are more than twenty results, you can use the links at the bottom of the page to view more results.

Some common actions that can be performed here include:

  • Creating a New House Booking
  • Creating a New Owner Booking
  • Modifying an Existing Booking
  • Canceling a Booking
  • Deleting a Booking
  • Confirming a Booking

Field Definitions

Search Filters

Use the search filters at the top of the All Bookings page to quickly locate existing booking records that you want to work with. You can use any or all of the following options to locate a specific booking. Not all filters are displayed by default. To view all filters, click the More Options link. Once you enter the search criteria, click Search, and the Booking List is updated.

  • ID: Enter the full booking record ID number here. Partial IDs will not return any results.
  • Property (Unit): If you want to only view bookings for a specific unit, select the unit from this drop-down list.
  • Renter First Name: If you want to view bookings related to a specific guest, enter some or all of the guest's first name here.
  • Renter Last Name: If you want to view bookings related to a specific guest, enter some or all of the guest's last name here.
  • Amount Paid: If you want to display bookings based on the current payment status of the booking, select an option from this drop-down list. Possible options include:
    • All: This shows all bookings, regardless of the payment status of the booking.
    • Not Paid: This shows any bookings that have not received any payments.
    • Partially Paid: This shows any bookings that have received a payment, but the booking still carries a balance.
    • Fully Paid: This shows any bookings that have been paid in full.
  • Check In From: If you want to display bookings based on the check-in date on the reservation, choose the appropriate date from the calendar. You can choose any date in the past or future. Any booking reservations due to check in on the selected date or after appear in the search results.
  • Check In To: If you limit the range of booking reservations displayed while using the Check In From filter, select the date from the calendar. You can choose any date in the past or future. When the Check In From and Check In To fields are used together, only bookings due to check in between these two dates appear in the search results. The date you enter here must be the same or later than the date entered in the Check In From field.
  • Check Out From: If you want to display bookings based on the check-out date on the reservation, choose the appropriate date from the calendar. You can choose any date in the past or future. Any booking reservations due to check out on the selected date or after appear in the search results.
  • Check Out To: If you want to limit the range of booking reservations displayed while using the Check Out From filter, enter the end date of the range here, choose the date from the calendar. You can choose any date in the past or future. When the Check Out From and Check Out To fields are used together, only bookings due to check out between these two dates appear in the search results. The date that you enter here must be the same or later than the date entered in the Check Out From field.
  • Status: If you want to display bookings based on the current status of the booking, select the appropriate option from the drop-down list. Possible options include:
    • All Active: Select this option to only include active bookings, which shows all bookings except for canceled bookings.
    • All: Select this option to show all bookings. This option is selected by default.
    • All Active w/o Held: This shows all bookings except for canceled and held bookings.
    • Pending Confirmation: This shows all bookings that have a pending confirmation status.
    • Confirmed: This shows all confirmed bookings.
    • Checked In: This shows all bookings that are currently checked in.
    • Checked Out: This shows all checked out bookings.
    • Canceled: This shows all canceled bookings.
    • Held: This shows all held bookings.
  • Lead Source: If you want to filter the bookings based on how the guest heard about the property or unit, select the appropriate lead source from this drop-down list. Lead sources are customizable and may vary based on your company.
  • Payment Source: If you want to filter the bookings based on the booking's payment source, select the appropriate payment source from the drop-down list.
  • Show Block Outs: Block outs are nights that a property is not available for use, and cannot be booked. For each night that a property is blocked out, a blank booking is automatically created in order to remove the unit or units from availability.
    • Suppress Block Outs: This is the default option. If this is selected, then you will not see block out bookings in the Booking List.
    • Show Block Outs: If this option is selected, then block out bookings are included in the Booking List.
  • Booking E-mails: If you want to filter bookings to determine if critical e-mail messages have been sent to the guest, select the appropriate option from this drop-down list. Possible options include:
    • All: This option is selected by default. When selected, all bookings appear, regardless of current status of booking e-mail messages.
    • Pre-Stay E-mail Not Sent: If you select this option, only bookings that have not yet received a pre-stay e-mail message appear in the search results.
    • Post-Stay E-mail Not Sent: If you select this option, only bookings that have not yet received a post-stay e-mail message appear in the search results.
  • Type: If you want to filter bookings based on how the booking was generated, select the appropriate option from this drop-down list. Possible options include:
    • All: This is the default option. When selected, bookings of all types are shown.
    • Online Booking: If you select this option, only bookings created directly by the guest using a Kigo web site appear in the search results.
    • House Booking: If you select this option, then only bookings created in Kigo appear in the search results.
    • Outside Agency Booking: If you select this option, then only bookings created through third-party booking channels appear in the search results.
    • Owner Booking: If you select this option, the only owner bookings appear in the search results.
    • Block Out: If you select this option, only block out records appear in the search results.
  • Booked From: If you want to display bookings based on the date that the booking was created, choose the appropriate date from the calendar. You can choose any date in the past or future. Any booking reservations created on or after the selected date appear in the search results.
  • Booked To: If you want to limit the range of bookings displayed while using the Booked From filter, choose the date from the calendar. You can choose any date in the past or future. When the Booked From and Booked To fields are used together, only bookings created between these two dates appear in the search results. The date that you enter here must be the same or later than the date entered in the Booked From field.
  • Added On From: If you want to display bookings based on the date the booking was added, choose the appropriate date from the calendar.
  • Added On To: If you want to limit the range of bookings while using the Added On From field, choose the appropriate date from the calendar.
  • Modified On From: If you want to display bookings based on the date that the booking was modified, choose the appropriate date from the calendar.
  • Modified On To: If you want limit the range of bookings displayed while using the Modified On From field, choose the appropriate date from the calendar.
  • Statement Source: If you want to display bookings based on where the statement was generated, select the appropriate option from this drop-down list. Possible options include:
    • All: This is the default option. When selected, all bookings appear regardless of the statement source.
    • Externally generated: If you select this option, only bookings with statements generated by an external source appear in the search results.
  • Owner: To display the owner bookings for a specific owner, select the appropriate owner from this drop-down list.
  • Assigned To: To display all bookings assigned to a specific employee, select the appropriate employee from this drop-down list.
  • Digital Agreement: If you want to display bookings based on the completion of the digital agreement, select the state of the digital agreement from the drop-down list. Possible options include:
    • All: This is the default option. When selected, all bookings appear regardless of whether the digital agreement is complete.
    • Complete: If you select this option, only bookings with completed digital agreements appear in the search results.
    • Incomplete: If you select this option, only bookings with incomplete digital agreements appear in the search results.
  • Website: To display all bookings associated with a specific website, select the appropriate website option from this drop-down list. Possible options include:
    • All Sites: This is the default option. When selected, all bookings display regardless of the website.
    • All Active Sites: If you select this option, only bookings for currently active websites appear in the search results.
    • All Inactive Sites: If you select this option, only bookings for inactive websites appear in the search results.
    • (Specific Website): If you select a specific website, only the bookings for that website appear in the search results.

Booking List

This list displays bookings based on the search criteria entered above. Bookings that have been most recently added or modified are listed first.

  • ID: This is the record ID for the booking.
  • Status/Type: This column contains several different pieces of information about the booking.
    • Pre-Stay E-mail Indicator: If this envelope icon is white and shows an open envelope, this indicator signifies that the pre-stay e-mail message for this booking has not yet been sent. However, if this icon shows a green, sealed envelope, then this indicator shows that the pre-stay e-mail message has been sent. You can hover over this icon to view more information.
    • Booking Status: This is the status of the booking. Possible options include:
      • Pending Confirmation: This status means that the guest has made the reservation, but has not yet paid the deposit or down payment.
      • Confirmed: This status means that the guest has made the reservation, and has paid a deposit or down payment.
      • Checked In: This status means that the guest is currently occupying the unit(s).
      • Checked Out: This status means that the booking is for a previous date, and that the guest has already checked out of the unit(s).
      • Canceled: This status means that the booking has been canceled, and is no longer active. The unit(s) associated with this booking are returned to availability.
      • Held: This means that the unit(s) associated with the booking are temporarily removed from availability for a specific amount of time.
    • Post-Stay E-mail Indicator: If this envelope icon is white and shows an open envelope, this indicator signifies that the post-stay e-mail message for this booking has not yet been sent. However, if this icon shows a green, sealed envelope, then this indicator shows that the post-stay e-mail message has been sent. You can hover over this icon to view more information.
    • Booking Type: This indicates how the booking was created. Several types can be displayed here:
      • Online Booking: This means that the booking was created directly by the guest using a Kigo web site.
      • House Booking: This means that the booking was created in Kigo.
      • Outside Agency Booking: This means that the booking was created through third-party booking channels, such as VRBO.
      • Owner Booking: This means that the owner created a special, non-revenue booking.
      • Block Out: This indicates that this is a block out booking, which removes the unit from availability.
    • Hold Expiration: This shows the expiration date and time for the booking hold. This field only displays if the booking status is "Held."
  • Property/Renter: This shows the name of the property and the name of the guest.
  • Check In/Out: This shows the check-in and check-out dates.
  • Balance: This shows the cost of the total stay and any balances due. In the case of an owner booking, this displays "N/A" instead, since an owner booking does not have an associated balance.

Creating a New House Booking

  1. Click New House Booking and the House Booking page opens.
  2. In the Guest Information section, enter the guest's personal information.

    If the guest has stayed with you previously, you can enter one or two fields, such as Last Name or E-mail, and then click Search for Guest. Using this function will complete the Guest Information and Billing Address sections based on previous stay information. This allows you to confirm the information, instead of requiring the guest to provide it again, streamlining the booking process.

    Complete the following fields:

    • At the First Name field, enter the first name of the guest. This field is required.
    • At the Last Name field, enter the last name of the guest. This field is required.
    • At the E-mail field, enter the e-mail address for the guest. This field is required.
    • At the Phone field, enter a contact phone number for the guest. This field is required.
    • At the Lead Source field, click the drop-down list and choose how the guest heard about the property. This field is required.
    • In the Language field, select the guest's language. This field is optional.
    • In the Booked by field, select the name of the person completing the booking. This field is optional.
  3. In the Billing Address section, enter the billing address for the credit card. Complete the following fields:
    • At the Address field, enter the street address.
    • At the Addtl. Address field, enter any secondary address information, such as a suite number.
    • At the City field, enter the city name.
    • At the State/Province field, enter the state of province of the address.
    • At the Postal Code field, enter the postal code of the address.
    • At the Country field, choose the appropriate country from the drop-down list. This field is required.
  4. In the Credit Card Information section, enter the credit card details used. The credit card is not charged immediately, unless there is an applicable online charge booking rule. Complete the following fields:
    • At the Name on Card field, enter the name printed on the front of the credit card.
    • At the Card Number field, enter the credit card account number printed on the front of the credit card. Do not include hyphens.
    • At the Expiration field, select the expiration month and year as printed on the front of the credit card.
    • At the Security Code field, enter the three-digit security code printed on the back of the credit card. American Express uses a four-digit security code that is printed on the front side of the credit card.
  5. At the Property Information section, click the Search for Availability button. The Search Availability page opens.
    • Use the fields at the top of the page to choose the appropriate Check-In date, Check-Out date, the number of adults, and the number of children for the booking.
    • Up to five properties display per page. If you want to filter the list of properties displayed, use the filters in the Criteria section, and then click Search.
    • Select the property that you want to choose for the booking. You are returned to the booking page.
    • If the property has several units, select the unit from the Unit drop-down list.
  6. If you want to make changes to the Stay Information section, click the Change Dates button, and then complete the following:
    • At the Check-In fields, enter the arrival date and time. The # Nights field is updated automatically.
    • At the Check-Out fields, enter the departure date and time. The # Nights field is updated automatically.
    • At the # Nights field, use the arrow buttons to change the number of nights that the guest will be staying. When you change this value, the Check-Out date field is updated automatically.
    • Enter the number of adults in the # Adults field.
    • If applicable, enter the number of children in the # Children field.
    • When finished, click the Update button to save your changes, and update the Statement section.
  7. In the Statement section, review the charges. If needed, you can:
    • Manually add additional line items to the statement by clicking the Add Line Item button.
    • Modify existing items, by clicking the line. The Line Items page opens, where you can make any necessary changes. Click Save or Cancel to continue.
    • Delete existing items, by selecting the associated check box(es), and then clicking the Delete button.
    • If the property has available specials, you can manage which special is applied by selecting the appropriate special from the Special drop-down list, and then clicking the Apply button.

      Any time you make changes to the statement, you will be prompted to save your changes at the Regenerate Statement Options page.

  8. If the guest has any special requests, enter the requests in the Special Requests section.
  9. If you want to include any additional information about this booking, enter the information in the Internal Notes section.
  10. To save your changes and return to the All Bookings page, click Save & Close. To discard your changes instead, click Cancel.

Creating a New Owner Booking

  1. Click New Owner Booking and the Owner Booking page opens.
  2. In the Guest Information section, enter the owner's personal information.

    If the guest has stayed with you previously, you can enter one or two fields, such as Last Name or E-mail, and then click Search for Guest. Using this function will complete the Guest Information and Billing Address sections based on previous stay information. This allows you to confirm the information, instead of requiring the guest to provide it again, streamlining the booking process.

    Complete the following fields:

    • At the First Name field, enter the first name of the owner. This field is required.
    • At the Last Name field, enter the last name of the owner. This field is required.
    • At the E-mail field, enter the e-mail address for the owner.
    • At the Phone field, enter a contact phone number for the owner.
    • At the Lead Source field, choose an appropriate lead source.
  3. In the Billing Address section, enter the billing address. Complete the following fields:
    • At the Address field, enter the street address.
    • At the Addtl. Address field, enter any secondary address information, such as a suite number.
    • At the City field, enter the city name.
    • At the State/Province field, enter the state or province of the address.
    • At the Postal Code field, enter the postal code of the address.
    • At the Country field, choose the appropriate country from the drop-down list. This field is required.
  4. At the Property Information section, click the Search for Availability button. The Search Availability page opens.
    • Use the fields at the top of the page to choose the appropriate Check-In date, Check-Out date, the number of adults, and the number of children for the booking.
    • Up to five properties display per page. If you want to filter the list of properties displayed, use the filters in the Criteria section, and then click Search.
    • Select the property that you want to choose for the booking. You are returned to the booking page.
    • If the property has several separate units, select the unit from the Unit drop-down list.
  5. If you want to make changes to the Stay Information section, click the Change Dates button, and then complete the following:
    • At the Check-in fields, enter the arrival date and time. The # Nights field is updated automatically.
    • At the Check-out fields, enter the departure date and time. The # Nights field is updated automatically.
    • At the # Nights field, use the arrow buttons to change the number of nights that the guest will be staying. When you change this value, the Check-out date field is updated automatically.
    • Enter the number of adults in the # Adults field.
    • If applicable, enter the number of children in the # Children field.
    • When finished, click the Update button to save your changes, and update the Statement section.
  6. If the owner has any special requests, enter the requests in the Special Requests section.
  7. If you want to include any additional information about this booking, enter the information in the Internal Notes section.
  8. To save your changes and return to the All Bookings page, click Save & Close. To discard your changes instead, click Cancel.

Modifying an Existing Booking

  1. From the All Bookings page, use the search filters to locate the booking that you want to work with.
  2. Click the entry in the Booking List, and the House Booking page opens.
  3. Make any necessary changes.
  4. Click Save or Save & Close to save your changes. To discard your changes, click Cancel.

Canceling a Booking

  1. From the All Bookings page, use the search filters to locate the booking that you want to work with.
  2. Select the associated check box for the booking.

    CancelSelectedBookings

  3. Click Set Status, and then choose Cancel Selected Bookings.
  4. A confirmation message displays. Click OK to continue.
  5. A Notifications page displays, where you can choose to send an e-mail message to the guest. You are returned to the All Bookings page, and the status of the booking is updated to Canceled.

Deleting a Booking

In most situations, we recommend that you cancel a booking, instead of deleting it. The reason is that canceled bookings can be reactivated, but deleted bookings are removed completely from Kigo and cannot be reactivated.

  1. From the All Bookings page, use the search filters to locate the booking that you want to work with.
  2. Select the associated check box for the booking.

    deletebooking

  3. Click More Actions, and then choose Delete.
  4. A confirmation message displays. Click OK to continue and the booking is deleted.

Confirming a Booking

  1. From the All Bookings page, use the search filters to locate the booking that you want to work with.
  2. Select the associated check box for the booking. If you want to confirm several bookings at the same time, select each associated check box before continuing.

    ConfirmSelectedBookings

  3. Click Set Status, and then choose Confirm Selected Bookings.
  4. A confirmation message displays. Click OK to continue.
  5. A Notifications page displays, where you can choose to send an e-mail message to the guest. You are returned to the All Bookings page, and the status of the booking is updated to Confirmed.

Additional Information/Related Topics

House Booking
New Owner Booking

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