You can land on the Booking View page by clicking on the booking row in the booking lists or clicking on the booking number. Each page includes Booking Summary in a separate card on the left, the Manage Booking on the right and five tabs of Details, Guests, Finance, Messages and Operations.
Note 1: If the Booking status is Booked, you can see Overview tab for that booking.
Note 2: If the booking has met all the conditions, it is ready for Check-In and it becomes green. If the booking has met some of the conditions, it is almost ready for Check-In and it becomes yellow. If the booking has not met any of the conditions, it is not ready for Check-In and it becomes red.
Booking Summary
Each booking View Page has its Booking Summary in which many details can be accessed by hovering over them as shown below.
If your profile time zone differs from the property’s time zone, a Globe icon will appear on the left of the arrival and departure times. Hovering on it will show you the times in your local time zone.
There are some editable details such as Add Tag and Booking Status. If you click on Add Tag, a window pops up and you can make the changes you wish.
You can not only view the Booking Status but also edit it by clicking on the arrow to select your desired status from the drop-down.
Note: If you click on More Info, you can view more details about the booking.
You can also click on the Manage Booking arrow on the right side of the page to select your desired action from the drop-down. You can select and copy different links by clicking on Copy Links. Any links which are clicked are copied to the clipboard and can be pasted.
Note: If the action is disabled for you, it means that you are not allowed to perform this action. To find the reason why you cannot do it, click on Search Lamp Icon to read the related article about it.
Let’s explore each tab in more details.
Details, Guests, Finance, Messages, and Operations.
Under Details, you can view the information related to Arrivals and Departures, Location, Terms & Conditions, Fees and Upsells, Booking Source, Internal Name (Optional), Attachments (Optional) and Related Bookings in separate cards.
Arrivals and Departures
In the Arrivals and Departures card, you can view the Arrival and Departure dates and the booking length. You can also edit the Arrival and Departure Time by clicking on the pen and then Save it.
Note: You can view the fee amount for Early/Late Check-in/out Time. You can edit this amount in the Price Breakdown.
When you click on More in the right corner, a window will open in which you can apply more actions such as Copy Arrival Time Link, Clone, and Extend. You can also click on Change Dates to change the arrival/departure date.
Location
With this card, you can view the property name, the full address and the current unit allocation status of your booking.
Allocating or Changing a Unit:
To assign a unit to the booking:
Click the pen icon next to "Unit."
Choose or enter the unit details.
Save the changes.
Adding Check-in or Check-out Instructions:
Click the "More" button at the top right to select from the dropdown options:
"Add a Check-in Instruction" – Include instructions for guests on how to check in.
"Add a Check-out Instruction" – Provide details on check-out procedures.
When you click on Add a Check-in/out Instruction, a window will open to provide specific check-in/out instructions for that booking by clicking on Add.
If your booking has a unit, you click on Deallocate. Then, a window will open in which you can confirm it. You can click on the pen next to each for editing if you want to change your unit or Check-in Type.
Depending on your check-in type, an "Access Code" may be shown to you; if you are allowed to edit it, you can see the pen icon.
These check-in types do not have access codes: Meet & Greet, Concierge, Key Pickup (From Office), Mobile App, Code Entry.
These have access codes but they cannot be edited: SmartLock and KeyNest
Terms & Conditions
You can view the Terms & Conditions Title, its Status and Terms & Conditions Link. The toggle of Required is on by default. By disabling this option, the guest won't be required to sign the Terms & Conditions prior to check-in.
Note: When Terms & Conditions section is signed for the booking, you can view its Signer IP Address and its sending date. You can also click on Download PDF to have it as a PDF file or click on Reject to ask the Guest to resign the Terms and Conditions.
Fees & Upsells
Fees are the add-ons already included in the Rate Plan of each Unit Type’s booking.
When you click on Go to Price Breakdown, you are directed to Finances Tab. You can disapprove or edit the Fees by clicking on pen icon there.
Upsells are the ones which will be added separately to the booking when the booking is created. Here, you can Approve or Reject Upsells.
Booking Source
The Booking Source section provides essential details about a booking, including:
Person Booking – The individual associated with the booking.
Channel – The source of the booking (e.g., CAP Worldwide Serviced Apartments).
Booking Date – The date when the booking was made.
Brand- The specific brand under which the booking or property is listed within your account.
Additionally, this section contains options to Add a Company or Add Booking Reference.
Note 1: The booking reference can be modified only by manually created bookings .
Note 2:To modify each mentioned detail, click on the edit icon (pencil) next to the field.
Note 3: If your booking has no tag, you can click on plus Add Tag.
Internal Note
You can view the notes you have added for this booking and the notes from the channel (description such as rate plan,..).You can also add more notes by clicking on Add Note.
Attachments
You can upload PDF files, Excel Sheets, screenshots, images, or any attachments related to this booking.
Related Bookings
You can view related bookings such as any group bookings from channels, extended bookings, or split bookings with details. Note that this card will appear for bookings that have related bookings.
Keep track of your finances with the Finance Tab in Booking View! Under the Finance Tab, you can view Price, Security Deposit, Guest Invoice, Expenses, Refunds, Penalty, Owner information, Payment Terms and Tax Rate in separate cards.
Price
With Finance in Booking View, you can easily view the Collection Type, Rate Plan and manage Price Breakdown. If you click on the Share Payment Link, you can select Copy or View Link.
More
Depending on the payment status (Paid, Unpaid, Partially Paid, Credit), you can edit each by clicking More.
Log Payment: Use this option to record a payment made by the guest. It helps you keep track of completed transactions.
Refund: If a guest needs a refund, this option allows you to process it efficiently.
Log Penalty: In case of a penalty charge, you can log this charge to ensure it’s recorded correctly in the system.
Generate Partial Payment Link: This option is useful when the guest has made a partial payment, and you need to create a link for the remaining balance.
Set Payment Reminder: If the payment has not been received yet, use this option to set up a reminder for the guest.
Add a Discount: You can apply a discount to the booking price, which will be reflected in the total amount.
Add an Upsell: This option allows you to add additional charges for upsell services like room upgrades or extra amenities.
Note: When the payment status is Partially Paid or Unpaid, you can generate a link to receive the rest of the payment by clicking on More and selecting Generate Partial Payment Link.
Then, a window appears in which you can set your desired amount and click on Generate.
Note 1: When you click on Log Payment, a window opens in which you can insert the Amount, and select Date, Time and Payment Type from the drop-down. Inserting the Reference and Description is Optional. Finally, click on Log.
Note 2: When you click on Add Discount, a window will appear in which you can select Discount and insert its amount, or select the Promotion from the drop-down or enter the Voucher code. Once done, click on Add.
Price Breakdown
If you click on the arrow in front of the Price Breakdown, the details of prices will appear. The Accommodation, Fees, Penalties, and Upsells are editable by clicking on pens. Note that you should have already turned on the toggle of Card, on the Payment Methods card under Upsells& Payments tab of Confirmation Page Settings dashboard.
Note: If you click on Fees, Penalties, Upsells or Discounts, a window appears and asks for Void.
Log Security Deposit
You can view the Amount and Status of the Security Deposit here. You can Log Security Deposit if you click on More. Then, a window will open in which you can insert its Amount, Date and Time and select the Payment Type from the drop-down. Note that the Reference and Description are Optional to insert. Finally, click on Log.
Charge & Release Security Deposit
You can Charge or Release the Security Deposit by clicking on Charge & Release. When you click on Charge & Release, a window will appear in which you can select the Penalty Type and insert Associated Cost, Amount to Capture and Reason. Finally, click on Save And Close.
NOTE: When you pay the security deposit by the gateway and you click on Charge & Release, a window appears in which you can choose how to charge: Capture Now or Log Charge.
You can click on Show Details to view and edit more details about the Penalty. You can also click on the three dots to Edit or Remove Penalty.
You can view the details of the Guest Invoice, its Entity and Status, and the Recurring Invoices on this card.
You can turn the first to Include Security Deposit On Invoice. If you turn on the toggle of Bank Transfer, the "Bank account info" will appear on the guest invoice, and bank transfer will be enabled for this booking. Turning the toggle off will disable bank transfer in the online check-in process.
NOTE: This option is only available if bank transfer is enabled at the brand level in Settings > Finance. Otherwise, this option will be disabled.
If you turn on the toggle of Card,the "Pay Now" button will appear on the guest invoice, and card payment will be enabled for this booking. Turning the toggle off will disable card payment in the online check-in process.
NOTE: This option is only available if card payment is enabled at the brand level in Settings > Finance. Otherwise, this option will be disabled.
When the booking is checked out, the invoice status changes from Draft to Completed.
When the status is completed, you can send the invoice to Xero by clicking on Post to Xero. Then, the invoice status changes from Completed to Posted. Then you can see the Xero Link and you may remove the invoice by clicking on Remove from Xero.
Note: You may share each Invoice or get a PDF version by clicking on the download sign in front of each invoice.
Expenses
You can view and edit the information about the Expenses on this card. The details of Expenses are demonstrated by clicking on Show Details. You can also click on the three dots for each expense to View Monthly Supplier Bill or Edit Total Amount.
Note 1: You can Delete only the Expenses which are created manually.
Note 2: If you click on New Expense, you can create a new expense.
The Penalty section provides a structured way to track penalty types, amounts, and reasons, ensuring clear financial records for each booking. Click on Log Penalty on the right to fill out the required fields:
Penalty Type: Select the type of penalty from the dropdown options.
Amount to Capture: Enter the monetary value of the penalty in GBP (£).
Date and Time:
Specify when the penalty is being logged.
Use the calendar and time picker to select the exact date and time.
Associated Damage Cost (Optional):
If the penalty is related to damages, enter the cost of repairs or replacements here.
This field can be left blank if not applicable.
Reason (Optional): Provide a brief explanation or description for the penalty.
Finally, click on Save.
Note that you can click on Show Details to View, Edit or Remove its details.
Owner
You can view the information about the Owner Deal(s), Management Fee, Owner Income and Owner Expenses on this card. You can also click on Show Details to view more details.
Payment Terms
You can view the Payment Terms status here. You can also click on Open Payment Terms to view more details about
instalment status, due date, instalment amount and number of instalments.
Once the payments are complete, they will be shown like this.
