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New/Edit House Bookings

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Universal Search Term: To quickly locate this page, search for New Booking.

Location: App – Bookings – All Bookings – New House Booking

App – Bookings – All Bookings – (Select Existing House Booking)

App – Calendar – (Click to select the arrival and departure date for desired property) – (Click OK on message box)

(Under the search field) New – Booking

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 Booking Detail Page

The Booking Detail page for House bookings allows you to create a new house booking or make changes to an existing house booking.

A booking is a reservation for a specific unit or units for a defined time period. You can create a booking in a number of different ways, including:

  • Created from this page in Kigo when the guest calls or visits the office.
  • Created by the guest directly from the Kigo web site. Your solution must be configured to allow the guest to create bookings. Otherwise, the guest can only submit an inquiry from a Kigo web site.
  • Created by a third-party booking channel, such as VRBO.

Booking Detail Page

Some common actions that can be performed here include:

  • Creating a New House Booking
  • Modifying an Existing House Booking
  • Sending the Guest an E-mail Message
  • Holding a Reservation
  • Confirming a Booking
  • Checking In a Booking
  • Canceling a Booking
  • Receiving a Payment
  • Printing a Statement
  • Viewing the Guest Ledger
  • Creating Cleaning and Maintenance Tasks

Field Definitions

Notifications Bar

Depending on the task that you are performing, you may see a message display above the booking. There are two types of messages:

  • Information: These messages have a green background, and provide additional information about the task that you are performing. For example, you may receive a reminder to save your changes.

    GreenNotificationBar

  • Issue: These messages have a red background, and describe an issue with the booking. You will not be able to save the booking until the issue described here is resolved. For example, if a property requires a minimum length of stay, you will not be able to save the reservation until the LOS meets the requirement, or you have selected the Override? check box. 

    RedNotificationBar

Booking Information

This unlabeled section is displayed at the top of the page, and provides a list of identifying information for the booking.

  • [NEW]: This indicates that you are viewing a new booking that you have not saved. If this field is on the page, no other fields appear in this section.
  • Booking ID: This shows the identification number for the booking.
  • Property Name: This shows the name of the property where the guest made the booking.
  • Stay Date: This shows the dates the guest booked for his or her stay at the property.

Digital Footprint

This section is displayed on the left side of the New/Edit Contact page, and provides quick access to previous information associated with this contact.

  • Last Booking: This shows the last time that reservation booking information was modified for this contact. If no booking information was located for this contact, then N/A displays instead. To view all booking information for this contact, click the Show All button.
  • Last E-mail: This shows the last time that an e-mail message was sent to this contact. If no previously sent e-mail messages were located for this contact, then N/A displays instead. To view all e-mail messages sent to this contact, click the Show All button.
  • Last Event: This shows the last event associated with this contact. An event is an action that was recorded in Kigo, such as taking a phone call, or recording a follow-up. If no previous events were recorded for this contact, then N/A displays instead. To view all events recorded for this contact, click the Show All button.

Digital Agreement

This section is displayed on the left side of the New/Edit Contact page, and provides the digital agreement information associated with this contact.

  • Agreement Incomplete: This indicates that the digital agreement for the contact is incomplete. You may view the digital agreement by clicking the View digital agreement button.
  • Agreement Complete: This indicates that the digital agreement for the contact is complete.

Booking Status

This section is displayed on the left side of the New/Edit Contact page, and provides the booking status of this contact. The contact may have any of the following statuses:

  • Pending Confirmation: The booking is pending confirmation.
  • Confirmed: The booking is confirmed.
  • Checked In: The booking is currently checked in.
  • Checked Out: The booking is checked out.
  • Canceled: The booking was canceled.
  • Held: The booking is held.

Guest Information

This section includes basic information about the guest. If you want to add additional information about the guest, click the More button to open the Contact page, where you can enter additional information, such as multiple phone numbers, the guest's address, and lead source.

  • First Name: This is the first name of the guest. This field is required.
  • Last Name: This is the last name of the guest. This field is required.
  • E-mail: This is the e-mail address of the guest. This field is required.
  • Lead Source: Select how the guest heard about the property from this drop-down list. This field is required.
  • Phone: This is the phone number of the guest. This field is required.
  • Language: This is the guest's language.
  • Booked by: This is the person who made the booking.

Billing Address

This section contains the billing address for the guest.

  • Address: This is the street address.
  • Additional Address: If the street address requires multiple lines, enter the second line of information here.
  • City: This is the city name.
  • State/Province: This is the state or province name.
  • Postal Code: This is the postal code for the address.
  • Country: This is the country where the address is located.

Credit Card Information

This section contains details about the credit card.

  • Name on Card: This is the name printed on the front of the credit card.
  • Card Number: This is the credit card account number printed on the front of the credit card. Do not include hyphens.
  • Expiration: This is the expiration date of the credit card. Choose the expiration month and year from the related drop-down list.
  • Security Code: This is 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 of the credit card.

Property Information

This section displays the specific property and unit associated with the booking.

  • Property: This is the property associated with the booking.
  • Unit: If the property has multiple units, this is the unit associated with booking.

Stay Information

This section includes basic stay information for the booking. If you want to make changes to this section, click the Change Dates button. When finished making changes, click the Update button to recalculate the Statement Information section.

  • Check-in: This is the date that the guest is arriving.
  • Check-out: This is the date that the guest is departing.
  • # Adults: This is the number of adults who are staying.
  • # Children: This is the number of children who are staying.
  • # Nights: This is the number of nights that the guest is staying.
  • # Rooms: This is the number of rooms the guest is renting.
  • Override?: If this check box displays, you must select it to make the booking, or you must update the stay information to conform to the minimum stay, or other requirements. Check the status bar for more information.

Statement

This section is populated after the booking is saved. You can add items to the statement by clicking the Add Line Item button, or remove an entry by selecting it, and then clicking the Delete button. You can modify specific line items by clicking the entry.

  • Taxed: If the item is taxed, this column contains a "Y." If the item is non-taxable, then this column is blank.
  • Type: This is the category of the line item, such as "Rent" or "Fee." If a line item has been modified, an asterisk (*) is displayed after the type name.
  • Qty: This is the quantity associated with the line item.
  • Description: This is a specific description of the item.
  • Rate: This is the cost associated with the item. If this is a discount, then the rate has a negative value.
  • Amount: This is the total cost of the line item. In other words, this is the Rate x Qty.
  • Total: This is the total amount associated with the statement. In other words, this is the sum of Amount column.
  • Amount Paid: This is the amount that has already been paid by the guest.
  • Total Due: This is the remaining total due.
  • Due On: This is the date that the balance must be paid on this booking.
  • Amount Due Now: This is the amount that is due today.
  • Special: This is the special discount or concession associated with the booking. To change this, select a special from this drop-down list, and then click the Apply button. This only displays if the property is associated with at least one special.

Special Requests

If the guest has any special requests, they are displayed here.

Internal Notes

Any additional notes related to the booking are displayed here.

Creating a New Housing Booking

  1. On the All Bookings page, click New House Booking. The Booking detail page for House bookings appears.
  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:

    • In the First Name field, enter the first name of the guest. This field is required.
    • In the Last Name field, enter the last name of the guest. This field is required.
    • In the E-mail field, enter the e-mail address for the guest. This field is required.
    • In the Phone field, enter a contact phone number for the guest. This field is required.
    • In the Lead Source field, click the drop-down arrow 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:
    • In the Address field, enter the street address.
    • In the Additional Address field, enter any secondary address information, such as a suite number.
    • In the City field, enter the city name.
    • In the State/Province field, enter the state of province of the address.
    • In the Postal Code field, enter the postal code of the address.
    • In 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:
    • In the Name on Card field, enter the name printed on the front of the credit card.
    • In the Card Number field, enter the credit card account number printed on the front of the credit card. Do not include hyphens.
    • In the Expiration field, select the expiration month and year as printed on the front of the credit card.
    • In 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:
    • In the Check-In field, enter the arrival date and time. The # Nights field is updated automatically.
    • In the Check-Out field, enter the departure date and time. The # Nights field is updated automatically.
    • In 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.
    • Click the drop-down arrow in the # Rooms field and select the number of rooms.
    • 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.

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.

Sending the Guest an E-mail Message

You can easily send e-mail messages to guests. These messages are based on customizable templates, and include all of the guest's relevant details.

  1. With the booking open, click E-mail, and then choose the message that you want to send to the guest. Options include:
    • E-mail Statement: This message includes booking details, payment information, and the guest's statement.
    • E-mail Payment Reminder: This message includes payment and reservation details, along with a link to pay the balance online (where configured.)
    • E-mail Pre-Stay Letter: This message includes booking details, payment information, and the guest's statement.
    • E-mail Post-Stay Letter: This message includes a link to submit a review, and booking details.
    • E-mail Other: This message includes booking details, payment information, and the guest's statement.
  2. At the top of the message, you can customize the currency and language used.
  3. Click Send.
  4. Close the E-mail page.

Holding a Reservation

You may occasionally encounter a situation where a guest wishes to temporarily hold a booking while their travel plans are finalized. For example, your property may have a policy that allows you to hold a booking for 24 hours without payment information.

You can only hold a new booking. Once the booking is saved, the hold option is not available.

  1. Create a booking as normal. At a minimum, complete the Guest Information, Property Information, and Stay Information sections.
  2. Click the Hold button. The Hold Booking page displays.
  3. You can choose to hold the booking in two ways:
    • Relative Time: Select this option to specify the time that the hold expires. You can choose to hold a booking for a specific number of hours, days, or weeks.
    • Specific Date: Select this option to specify the date and time that the hold expires.
  4. To save your changes and return to the booking page, click Save. To discard your changes, click Cancel instead.

Confirming a Booking

You can only confirm a booking if the current status of the booking is "Pending Confirmation."

  1. With the booking open, click Change Status, and then select Confirm. The Notifications box appears.
  2. If you want to send the guest a confirmation e-mail message, click Send or Send All. If you do not want to send a message to the guest, click Close instead.
  3. Click Save or Save & Close to save your changes.

Checking In a Booking

  1. Before checking in a guest, ensure that balances have been collected in accordance with your company's operating procedure.
  2. With the booking open, click Change Status, and then select Check-In.
  3. Click Save or Save & Close to save your changes.

Canceling a Booking

  1. With the booking open, click Change Status, and then select Advanced. The Advanced page displays.
  2. Select the drop-down arrow in the Status field and select the "Canceled" item.
  3. Click OK to close the Advanced page and return to the booking.
  4. Click Save or Save & Close to save your changes.

Receiving a Payment

  1. With the booking open, click Account, and then select Receive Payment. The Receive Payment page opens.
  2. Confirm the Trx Date and the Amount. Make any necessary changes.
  3. In the Pmt Type drop-down list, select the payment method that the guest is using. Each is described below.
    • Credit Card Payment: If this payment type is selected, complete the fields discussed below.
      • Confirm or enter the credit card number in the Card# field.
      • Confirm or enter the expiration date of the card in the Expiration field.
      • Enter the three or four-digit card verification number in the CSV field.
      • Confirm or enter the name and address details in the Card Information section.
      • Choose the Gateway to process the credit card payment.
    • Check Payment: If this payment type is selected, enter the check number in the Check# field.
    • Cash Payment: If this payment type is selected, enter any additional information in the Reference field.
    • Wire Transfer: If this payment type is selected, enter any additional information in the Reference field.
    • Cashiers Check: If this payment type is selected, enter any additional information in the Reference field.
    • PayPal: If this payment type is selected, enter any additional information in the Reference field.
    • Credit: If this payment type is selected, enter any additional information in the Reference field.
    • Other: If this payment type is selected, enter any additional information in the Reference field.
  4. Click Save to save your changes and process the payment, or click Cancel to discard your changes.

Printing a Statement

  1. With the booking open, click Account, and then choose Print Statement. The guest's statement displays.
  2. Click Print. The print dialog box displays. Make any necessary changes, and then click Print or OK to print the statement.

Viewing the Guest Ledger

  1. With the booking open, click Account, and then choose Show Ledger. The guest's ledger displays in a new tab.
  2. When finished, close the tab to return to the booking.

Creating Cleaning and Maintenance Tasks

  1. With the booking open, click Workflow, and then choose either Create Cleaning Task or Create Maintenance Task.
  2. You may receive a confirmation message stating that unsaved changes to the booking will be lost. Click OK to continue, or click Cancel to return to the booking to save your changes before continuing.
  3. Complete the Details section. This section includes the following fields:
    • Unit: This is the property and unit that you want to assign the task to. You should not need to modify this field.
    • Headline: This is the generated title for the task, and includes the type of task, booking identification number, and the date range of the booking.
    • Vendor: Select the vendor that you want to assign to the cleaning or maintenance task.
    • Due On: This is the date and time that the task is due to be completed.
    • Priority: This is the priority of the task. Possible options include:
      • When Possible
      • Low
      • Normal
      • High
      • Urgent
    • Started On: If you know when the task was started, enter the date and time here. Otherwise, leave this blank for now.
    • Completed On: If you know when the task was completed, enter the date and time here. Otherwise, leave this blank for now.
  4. Complete the Options section by selecting the Add Owner Bill? check box if you want to create an invoice associated with this task in order to pass the cost of the cleaning or maintenance task to the owner.
  5. Complete the Billing section. This section only displays if you have selected the Add Owner Bill? check box in the Options section. This section includes the following fields:
    • Bill Amount: Enter the amount that the vendor charged for the task.
    • Bill To: Select the appropriate owner from the drop-down list.
    • Notes: Enter general notes about the task or repair.
    • Fee Account: Select the fee account to apply the payment to.
  6. Complete the Notes section. This section includes the following fields:
    • Public Notes: These notes are available to the owner.
    • Private Notes: These notes are only available to internal Kigo staff members.

Additional Information/Related Topics

New Owner Booking
All Bookings
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