Bookings
Using the booking system
Set up rooms or tables, create bookings, manage guest visits, review payments and invoices, and plan availability with calendars and blocked dates.
Set up bookings
Setting up bookings
Choose Tables or Rooms, complete the setup, and activate your booking rules. Open Bookings with store management access. The setup has Booking type, Inventory, Availability, Payments and Review. Tables and Rooms have different availability rules; switching modes preserves existing bookings’ saved type, prices, policies and invoices. Save draft preserves an unfinished setup. Publish booking settings requires valid inventory and rules. This activates booking rules; it does not publish Website Builder content or override platform booking availability.
Creating table types and tables
Add a table type and save its individual tables together. Add table opens one page for the type details and its individual resources. Use Quantity for a new type, then review each table number, display name, floor or area and guest limits. Show this table type for booking controls the type. Available for booking controls each table. Website availability also requires completed setup and platform booking availability.
Creating rooms and setting rates
Create a room type with shared or individual nightly prices. Choose Rooms as the booking type before adding room inventory. Room types have details, prices, beds and amenities, photos and individual rooms. One price for all uses the type rate. Individual prices requires a positive nightly rate on every room. A saved inventory edit changes future availability and rates, while existing bookings keep their saved rates.
Room photos
Upload room photos, choose the primary photo, and assign a photo to a room. Edit a room type, then open Photos. Add up to ten images at 10 MB each. Click a thumbnail to choose the primary image; Remove photo removes an image from the editor. Each individual room can reuse a type photo or upload its own. Save all changes after uploads finish. The guide uses drawn examples and never uploads a file.
Editing types and availability
Change a type’s details and hide it from new bookings when needed. Manage table types or Manage room types opens the type list. Edit opens its combined editor, where you can update details, rates for rooms, capacities and individual resources. An existing type supports Add another table or room. Turn the type inactive to preserve its history while hiding it from new bookings; Save all changes commits the edit.
Editing an individual resource
Edit a table or room and set it inactive for maintenance. Choose View table or View room in the inventory row, then Edit. Review its type, number, display name, floor or area and minimum and maximum guests. Available for booking is the resource’s active switch. Turn it off for maintenance or seasonal closures, then Save changes. For a dated closure, use View availability / block dates instead.
Inventory filters and resource details
Find active or occupied resources and open their saved bookings. All tables or rooms, Seated or Occupied, Active and Inactive are independent filters. Current occupancy follows recorded Seated or Checked in status. Use the calendar for availability at a specific date and time. View table or View room opens the resource panel. Its listed bookings open their saved details; the same panel links to availability and resource revenue and costs.
Resource revenue and costs
Review booking receipts, balances and costs for a table or room. Open a resource’s View panel, then Revenue & costs. Set Arrival date from and Arrival date to to examine bookings arriving in that range. The report includes booking counts, arrivals, no-shows, invoice charges, net received, due, credit, spending and cash after costs. Currencies stay separate. Net received includes deposits and should not be read as earned revenue.
Deleting an unused type
Review the confirmation and remove an empty, unused type. Open Manage table types or Manage room types and choose Delete beside an unused type. Review the confirmation, then Delete unused resource. A type containing any rooms or tables cannot be deleted through this action. Deactivate it to preserve history. The guide removes only an empty example type and makes no real inventory change.
Table service rules and opening hours
Set the timezone, reservation length, notice and service periods. Booking settings has the booking type, timezone, address, availability and arrival rules. Tables uses Reservation length and Reset between tables, plus days ahead and minimum notice. Add service period, choose the day and set Opens and Closes. Remove deletes an unwanted period; days with no period are closed. Save changes commits the settings. Discard changes returns to the last saved form.
Room stay rules
Set room check-in, check-out, night limits and booking notice. With Rooms selected, Availability & arrival shows Check-in from, Check-out by, Minimum nights and Maximum nights instead of table reservation length and reset. Timezone, days ahead and minimum notice also apply. Save changes updates future bookings; existing bookings keep their original saved terms.
Deposits, cancellation and saving settings
Choose a deposit policy and save or discard your changes. No deposit, Optional deposit and Required deposit define the policy. Fixed amount or Percentage of booking total defines the value. Enabled checkout methods determine payment availability; recording a deposit is a separate booking action. Set the free cancellation window before arrival. Late cancellation can retain a paid deposit under the saved policy; record a refund only after returning funds. Save changes commits valid edits and Discard changes restores the last saved form.
Booking website
Open the booking website editor, update its draft and publish deliberately. Booking settings links to Edit booking website. Website Builder’s Booking tab can enable the booking page, edit the headline, introduction and cover image, and control displayed photos, descriptions and amenities. The content editor saves a draft. Use Review & publish, then Publish changes to make the website content live. This does not bypass platform booking availability or make inactive resources bookable.
Staff booking alerts
Open Selling preferences and manage booking alerts for phone and Telegram. Booking settings → Staff notifications → Selling preferences opens phone and Telegram alert preferences. Only the store owner can edit them; the channel’s Booking alerts switch saves immediately. Phone delivery depends on device setup. Telegram needs a connected chat and available platform delivery. Guest messages are not sent automatically; staff should contact guests separately. The guide sends no messages or account invitations.
Discarding unsaved settings
Restore the last saved booking settings without changing bookings. Booking settings tracks unsaved changes. Edit a setting to enable Save changes and Discard changes. Discard changes immediately restores the last saved form and clears validation feedback. It does not delete bookings or undo separately saved inventory or website changes.
Booking type and address
Change the booking mode and the address shown on confirmations. General has the Booking type dropdown, Timezone and Booking address. Tables is for reservation lengths and service periods; Rooms is for nightly stays and room inventory. Switching modes requires valid inventory and rules for the selected mode. Save changes commits the setting. Existing bookings retain their original saved mode, rates, policies and invoices; the booking address is shown on confirmations.
Create a booking
Start from Bookings
Open Bookings in your store and choose New booking. The manual form uses the room or table mode already saved in Booking settings.
Review the reservation form
New booking is one page with four numbered sections: When, Room, Guest & review, and optional Booking images. This example follows the room form.
Open the check-in date
Choose Check-in to open the date picker. The form displays Phnom Penh time (UTC+7), from the saved Asia/Phnom_Penh store timezone.
Select the arrival date
Select 10 November 2026 from the calendar. Changing check-in clears an earlier room selection so availability can be checked again.
Open the check-out date
Choose Check-out after setting check-in. The departure date must be later than the arrival date.
Select the departure date
Select 12 November for a two-night stay. Saved room settings supply check-in at 14:00 and check-out at 12:00.
Enter the number of guests
Check the Guests field, which starts at two, and adjust it if needed. Use a whole number of at least one; availability considers both the selected dates and room capacity.
Open the room type filter
In Room, open Room type to review Any room type and your active room types.
Choose Deluxe room
Select Deluxe room · 1–2 guests. Filtering narrows the available rooms; it does not reserve one.
Review the availability result
Free rooms update for your stay and guest count. A booking count is not an availability count; existing reservations, blocked dates and capacity all matter.
Select Room 101
Choose the Room 101 text card from Free rooms. Its selected border turns blue. Pricing comes from the saved room inventory and is shown on the booking details after saving.
Use an existing customer
In Guest & review, choose Use an existing customer to reveal the inline search and saved customer results. You can also enter a guest name directly.
Search for the guest
Search by name, phone or email. This example uses the fictional saved customer Sophea Lim.
Select the matching customer
Choose Sophea Lim after checking the name and phone. The guest name is required; phone and email are optional.
Check the guest details
Review the guest name, optional phone and email, reservation summary and Status after saving: Confirmed. Phone has a separate country-code selector. Saving the booking does not send a guest message.
Add an optional description
Use Description (optional) at the end of 3. Guest & review for useful booking information, such as an expected late arrival.
Add a booking image if needed
In 4. Booking images (optional), use the file chooser under Upload booking images. Select up to ten image files, up to 10 MB each. Images are compressed automatically and stay private to your store.
Review the optional image
Check the selected image before saving; Remove image clears it. Notes and images can both be left empty.
Review the guest and reservation
Review Room 101, two guests, 10–12 November, guest details, description and optional booking images on the same form. The footer explains that saving sends no guest message.
Create the booking
Choose Create booking. The system checks availability again before saving; if the room was just booked, choose another available room.
Wait for saving
The Create booking button changes to Saving… while the reservation and any selected images are saved. The form stays on screen. Review validation or upload errors before retrying.
Review the confirmed reservation
The saved reservation opens on its booking details page as Confirmed, with Arrival not recorded. Charges & payments shows the saved 45.00 USD nightly rate as a 90.00 USD two-night charge. Remaining balance is 90.00 USD and Unpaid; confirmation does not record a payment. No guest message was sent.
Manage bookings
Viewing bookings
Open a saved reservation and understand its guest, dates, charges and balance. Use the guest-name link or View booking in All bookings. The list separates Guest / stay, Room or Table, Guest & reservation, Payment and Next action. The details show arrival, charges, payment history, guest contacts, description and private booking images. The example room is 45.00 USD per night for two nights. Its 90.00 USD invoice remains Unpaid until funds are recorded or a proof is verified.
Editing bookings
Update the existing guest, reservation details and optional description. Open the booking, choose Edit booking, review its saved dates, room or table and guest, then Save changes. Saving checks availability again and updates the same reservation. Awaiting confirmation, Confirmed, Staying and Seated bookings can be edited. Completed, Cancelled and Did not arrive bookings cannot. Saving does not send a guest message.
Confirming a booking
Move an awaiting request to Confirmed after reviewing the reservation. Open a row marked Needs confirmation; its details show Awaiting confirmation. Choose Confirm booking, review the guest and remaining balance, then confirm the action. Confirmation is a reservation status change. It does not receive a payment or record guest arrival.
Checking in room guests
Record arrival for a confirmed room booking. Open a Confirmed room booking, choose Check in, then confirm the selected guest and room. The saved status becomes Staying and arrival is recorded. Room arrival and received payment remain separate. The balance can still be due after check-in.
Seating table guests
Record arrival for a confirmed table reservation. Open a Confirmed table booking, choose Seat guests and confirm the selected guest and table. The saved status becomes Seated. Seating a party does not add food charges or record payment. Use Add charge and Record payment for those actions.
Checking out room guests
Complete a room stay while keeping its invoice and payment record. Open a Staying room booking, choose Check out, review the remaining balance and confirm. The booking becomes Completed and departure is recorded. Checkout does not collect a remaining balance automatically. Review and record any actual received payment separately.
Completing a table visit
Finish a seated party’s visit and keep the saved booking. Open a Seated table booking, choose Complete visit, review its balance and confirm. The saved booking becomes Completed. Completion does not settle unpaid charges. Booking status and verified funds are tracked separately.
Cancelling bookings
Release an unarrived reservation while retaining its history. Open an Awaiting confirmation or Confirmed booking. Choose Booking actions, Cancel booking, then confirm the cancellation. The room or table is released and the invoice follows the saved cancellation policy. Received money is not returned automatically; review credit and record an actual refund separately.
Marking a no-show
Record that an expected guest did not arrive. Open an Awaiting confirmation or Confirmed booking. Choose Booking actions, Mark no-show and confirm that the guest did not arrive. The room or table is released, the saved status becomes Did not arrive, and the invoice follows the cancellation policy. Recorded payments are not automatically refunded.
Booking images
Add or remove private reference images through the booking editor. Open the booking, choose Edit booking and find Booking images (optional). Upload booking images adds image files; Remove image removes a chosen image from the editor. Save changes stores the retained images. A booking can have up to 10 images, up to 10 MB each. Images are compressed and private to the store. The details gallery is read-only.
Adding custom charges
Add a named item, quantity and price to the booking invoice. Open the booking, choose Add charge and keep Custom item selected. Enter an item name or description, a positive quantity and a non-negative unit price. Review Total charge, then Add to invoice. A 10.00 USD breakfast raises this room example from 90.00 USD to 100.00 USD. Adding a charge does not record received funds.
Adding catalog items
Use an active product or variant as a booking charge. Open Add charge, choose Existing item, search by product name or SKU and select Item. Products with multiple variants also need a Variant selection. Review the populated description and unit price, adjust quantity as needed and choose Add to invoice. The saved charge appears beside the existing booking charges.
Recording payments and deposits
Record money already received and track the balance still due. Open Booking actions, Record payment. Keep Payment received selected, choose an enabled Method and enter Amount plus Receipt / transfer reference. Record payment posts a transaction after funds arrive. A verified 18.00 USD deposit on a 90.00 USD booking leaves 72.00 USD due. It does not initiate a charge or change guest status.
Verifying payment proofs
Count an uploaded receipt only after checking the received funds. Open Booking actions, Review receipts and Open receipt. Check the image and reference against money actually received, then choose Verify received funds. A pending upload is Awaiting verification and does not count as paid. Verification counts the existing payment once and updates the remaining balance.
Rejecting payment proofs
Keep unverified proof from being counted as received money. Open Booking actions, Review receipts and inspect the pending receipt. Choose Reject proof if the evidence does not confirm received funds. The proof is marked rejected, remains available in history and does not reduce the balance. Verified or rejected proofs cannot be reviewed again with these controls.
Recording refunds
Record money returned to a guest using a traceable refund reference. Open Booking actions, Record refund. The action is Refund sent. Select the method, amount and Receipt / transfer reference, then Record refund only after returning the money. The example starts with a separately cancelled booking carrying 18.00 USD credit. Recording its returned 18.00 USD clears that credit and posts one transaction; it does not send a bank transfer.
Guest date-change requests
Approve available replacement dates or keep the existing reservation. A booking with a pending request exposes Guest date-change request below Booking images. Open it and review the requested dates and any invoice adjustment at the original room rate. Approve change rechecks availability and updates the booking and invoice together; Decline keeps the saved dates. Adding one night at 45.00 USD makes the illustrated room total 135.00 USD, without receiving money.
Booking invoices
Review the booking invoice, print it or prepare a PDF copy. Open Booking actions and choose View invoice. The document shows From and Bill to, reservation details, item quantity and unit price, verified payments and Balance due. Print opens the print flow and Download PDF prepares a copy. Pending receipts are excluded from verified payment totals.
Invoice options
Choose document visibility and save customer-facing notes and terms. Open View invoice and use Invoice options. Choose Show payment history, Show due date, Show notes and Show terms, then edit Customer-facing notes and Invoice terms as needed. Save invoice options applies these choices to both vendor and guest invoice views. The explicit save shows Invoice updated and does not change charges or received payment.
Payment history and balances
See recorded money, refunds, references and the remaining amount. Open the booking and review Payment history. Each saved entry shows payment or refund, status, method, reference and amount. Uploaded pending proofs are reviewed through Review receipts. Remaining balance uses charges minus verified received payments, less verified refunds. Excess received money appears as Credit / refund due. Opening history makes no financial entry.
Declining date changes
Keep the saved booking when the requested dates cannot be accepted. Open the booking and its Guest date-change request. Review the proposed dates and invoice adjustment, then choose Decline. The request is no longer pending. The original reservation and invoice remain unchanged: 10–12 November, two nights at 45.00 USD, with 90.00 USD still due in this independent unpaid example.
Calendar and availability
Today and daily groups
Find arrivals, guests in house, departures and reservations needing attention. Today follows your store timezone. Change Booking day to review another day. All bookings, Arriving, In house, Departing and Needs attention filter the daily list. In table mode, In house becomes Seated and Departing becomes Finishing. Reservation status, actual arrival and payment balance remain separate. Filters never update a booking.
Search and filter bookings
Search the full list, filter by status and move between result pages. All bookings includes reservations across dates. Search by guest name, booking reference or phone. Booking status limits the results; changing filters resets the page. The list displays ten bookings per page. Open View booking on a matching row to manage that reservation.
Month calendar and daily bookings
See occupied nights, select a date and open a reservation from that day. Month shows each occupied room night. Previous period, Next period, Calendar start date and Today move the calendar. Selecting a date opens the daily booking panel. Open a guest card for its details; longer lists have their own pages. Check room availability opens Timeline for that day; New booking starts a reservation on the selected date.
Resource timeline and filters
Inspect individual rooms or tables and narrow the calendar by resource and status. Room Timeline shows seven days per resource; table Timeline shows half-hour slots within one day. Filter calendar resource selects one room or table. Filter calendar status chooses active reservations or an individual status. Blue is expected, green is arrived, amber is pending, and gray is blocked or reset time. Up to ten resources appear per page.
Find an available stay
Search dates and guest capacity, then start a booking with a matching room. Find a stay checks the full check-in and check-out range, guest count and store timezone. Book this room opens the form with the room, dates and guest count prefilled. Opening a form does not reserve the room. Add a guest and create the booking; availability is checked again on save.
Create from a calendar cell
Start a reservation directly from a room row and date. Choose Timeline, then a free date cell in the required room row. In table mode, a cell supplies the starting time. The form starts with the resource and date; room check-out initially defaults to the next day. Existing reservations open their details. Inactive resources cannot start new reservations, and saving still checks availability.
Find a table and party size
Use the table calendar for service times, party capacity and visit duration. In a business configured for tables, choose Find a table and enter a date, start time, end time and party size. Available tables account for capacity and overlapping visits. Service hours and configured reset time also affect availability. Book this table pre-fills the visit. Add the guest and save to reserve it. This table example is separate from the room stay.
Block maintenance and closures
Make a specific room or table unavailable for a defined period. From Calendar, choose Manage blocked dates. Select a resource, From, Until and a required reason. Block availability saves a maintenance or closure period. Review any conflict or validation message before retrying. Saved blocks appear gray in Timeline and prevent overlapping bookings for that resource.
Remove a blocked period
Reopen a resource after checking and confirming the correct maintenance block. Open Manage blocked dates and find the matching resource, dates and reason. Remove block opens a confirmation. Confirming removes that block and allows availability to be checked again. Other reservations, service rules and blocks still apply. Removing a block does not cancel reservations.
Resource revenue and costs
Review a room or table’s visits, received funds, outstanding balance and expenses. Open a resource in Rooms or Tables, then choose Revenue & costs. Select an arrival-date range. The report includes invoice charges, net received, due, credit, spending and cash after costs for visits arriving in that period. Values stay separated by currency. Net received includes deposits and is not earned revenue; the report is not an occupancy-rate calculation.