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BookingsManaging BookingsCreating a Booking

Overview

Creating a booking is the core task in daily front desk operations. When a guest calls to make a reservation, walks in, or you receive a request through any other channel, this is where you turn that request into a confirmed reservation in the system.

The booking process walks you through four steps: choosing dates and party size, selecting the room type and rate, assigning a guest, and confirming. Vesta automatically checks availability, calculates pricing, and updates your inventory once the booking is confirmed.

Before You Start

Make sure the following are set up for your property before creating your first booking:

Steps

  1. Open Bookings from the sidebar
  2. Click the New Booking button in the top-right corner
  3. Select the check-in date and check-out date using the date pickers
  4. Enter the number of adults and children for the stay
  5. Click Search Availability — Vesta will show all room types that have inventory for your selected dates
  6. Browse the available room types and their rate plans — each option displays the per-night rate and total price for the stay
  7. Select the room type and rate plan combination you want by clicking Select
  8. Choose a guest for the booking:
    • Start typing a name or email in the Guest field to search existing guests
    • If the guest is new, click Create Guest to add them on the spot — see Managing Guests for details on guest records
  9. Optionally fill in any special requests or internal notes
  10. Optionally apply a gift card or voucher code — see the section below
  11. Review the booking summary, then click Confirm Booking

The booking is created with status Confirmed and the room inventory for those dates is automatically decremented.

:::tip If the guest is unsure about dates, you can still create the booking and adjust later. Confirmed bookings can have their dates edited as long as availability exists for the new dates. :::

How Pricing Works

When you search availability, Vesta calculates the price for each room type and rate plan combination based on several factors:

  • The base price set on the room type
  • The rate plan modifiers (percentage adjustments or fixed amounts)
  • Any calendar overrides for specific dates — see Using the Rate Calendar
  • Day-of-week adjustments (for example, higher weekend rates)

The price breakdown shows you the rate for each night individually, so you can explain the total to the guest with confidence.

:::info Once a booking is confirmed, the price is saved as a rate snapshot. This means the guest’s price is locked in at booking time. Even if you later change the rate plan or calendar prices, existing bookings are not affected. This protects both the guest and the property from unexpected price changes. :::

Applying Gift Cards and Vouchers

After selecting a room type and rate plan, you can apply a gift card or voucher code to reduce the booking cost:

  1. In the promo codes section (below the room selection), click Apply Gift Card or Apply Voucher
  2. Enter the code in the modal that opens
  3. The system validates the code — checking balance, expiry, and any restrictions (like applicable room types or rate plans)
  4. If valid, the discount or credit amount is shown. Click Apply to attach it to the booking.
  • Gift cards create a payment credit — the card’s balance is reduced by the applied amount
  • Vouchers create a discount — a negative charge is added to the folio

You can remove an applied code before confirming the booking. After confirmation, applied codes are locked in.

:::tip Gift card and voucher codes are property-specific. A code issued by one property cannot be used at another. See Selling and Managing Gift Cards and Using Vouchers and Promo Codes for more on how these work. :::

Creating a Group Booking

If the guest needs multiple rooms — for a wedding party, corporate retreat, or tour group — toggle the Group booking switch at the top of the new booking page. This opens the Group Booking Builder where you can set up a group with multiple rooms in one workflow.

See Creating a Group Booking for the full step-by-step guide.

What Happens After Confirmation

  • The booking appears in your Bookings list with status Confirmed
  • Room inventory is updated — the room type shows one fewer available room for those dates
  • Accommodation charges are automatically added to the booking’s folio — see Adding Charges to a Booking
  • Staff with notification preferences enabled will receive a booking created notification

Troubleshooting

No room types appear after searching?

  • Check that your dates are valid (check-out must be after check-in)
  • Verify that your room types have active rooms assigned
  • Confirm that at least one rate plan is active for each room type
  • Check that inventory has not already been fully booked for those dates

Price looks wrong?

  • Review the rate plan configuration — see Understanding Rate Plans
  • Check the rate calendar for date-specific overrides
  • Remember that day-of-week modifiers can change individual night prices

:::permissions Required permission: bookings:create

You also need guests:view to search for existing guests, and guests:create if you want to add a new guest during the booking process. :::

Managing BookingsViewing Booking Details