Overview

The booking detail page is your single source of truth for everything about a reservation. Whether a guest calls to ask about their upcoming stay, you need to check the balance before check-out, or a manager wants to review a past booking, this is where you go.

Every piece of information related to the booking lives here: guest details, stay dates, room assignment, the full price breakdown, all charges and payments, and a complete history of every change made to the booking.

Finding a Booking

There are several ways to get to a booking’s detail page:

1. Open Bookings from the sidebar to see the full bookings list
2. Use the search bar at the top to find a booking by guest name, booking number, or email
3. Use the filters to narrow by status, date range, or room type
4. Click any booking row to open its detail page

:::tip Use the status filter to quickly find today’s arrivals (Confirmed bookings with today’s check-in date) or today’s departures (Checked In bookings with today’s check-out date). This is especially helpful during busy morning and afternoon shifts. :::

What You Will See

The booking detail page is organized into several sections:

Booking Status and Summary

At the top, you will see the current status badge and key booking information at a glance:

• Status — Pending, Confirmed, Checked In, Checked Out, Cancelled, or No-Show
• Booking number — the unique reference for this reservation
• Source — where the booking came from (staff, website, or channel)
• Created date — when the booking was originally made

Guest Information

• Primary guest — name, email, phone, and ID document details
• Link to the full guest profile — see Guest Profiles and History

Stay Details

• Check-in and check-out dates — the planned stay dates
• Actual check-in/check-out times — recorded automatically when staff performs check-in or check-out
• Number of adults and children
• Room type — the category of room booked
• Assigned room — the physical room number (shown after check-in)
• Special requests — any notes from the guest
• Internal notes — staff-only notes not visible to the guest

Rate and Pricing

• Rate plan used for this booking
• Per-night breakdown — the price for each individual night of the stay
• Total price — the sum of all nightly rates

:::info The prices shown are from the rate snapshot taken when the booking was created. They reflect what the guest was quoted and will not change even if you later update your rate plans or calendar prices. This is by design — it ensures pricing consistency for existing reservations. :::

Folio

The folio tab shows all financial activity on the booking:

• Charges — accommodation charges (auto-generated) plus any manually added products or services
• Tax breakdown — each charge shows its tax line items underneath (e.g., “VAT: 240.00”, “Tourism Fee: 15.00”). A summary at the bottom shows the subtotal, per-tax totals, and grand total.
• Payments — all payments recorded against this booking, with amounts, currencies, and methods
• Applied gift cards and vouchers — if a gift card or voucher was used, it appears as a payment credit or discount line on the folio
• Balance — the outstanding amount (total charges minus completed payments)

You can also apply a gift card or voucher after the booking is created by clicking Apply Gift Card or Apply Voucher on the folio. See Selling and Managing Gift Cards for details.

For more on working with the folio, see Adding Charges to a Booking and Recording Payments.

Activity Log

A complete history of every action taken on this booking, including:

• Who made each change and when
• Status transitions (confirmed, checked in, etc.)
• Modifications to dates, room assignment, or guest details
• Charges added or payments recorded

Modifying a Booking

Staff can edit the stay details of a Pending, Confirmed, or Checked In booking:

1. Click Edit Stay Details on the booking detail page
2. Adjust the check-in date, check-out date, room type, rate plan, or guest count
3. Click Review Changes to see a side-by-side comparison of original vs. new values
4. The system calculates the price impact — showing the original total, new total, difference, and per-night breakdown
5. Optionally check Send modification email to guest
6. Click Confirm Changes to save

:::info When you modify dates or room type, Vesta recalculates the rate from scratch, regenerates accommodation charges, and updates the tax breakdown. Manual charges you added are preserved. If the new price is lower, the balance shows a credit; if higher, the guest owes more. :::

:::warning For checked-in bookings, the check-in date is locked — you can only extend or shorten the stay by changing the check-out date. Room type changes are also restricted for checked-in bookings. :::

Available Actions by Status

The actions you can take depend on the booking’s current status:

:::warning Checked Out, Cancelled, and No-Show are terminal statuses. Once a booking reaches one of these states, it cannot be changed back. If a cancelled guest wants to rebook, you will need to create a new booking. :::

:::permissions Required permission: bookings:view

Additional permissions are needed for specific actions: bookings:edit to modify details, bookings:checkin for check-in, bookings:checkout for check-out, bookings:delete for cancellation and no-show. :::

Related Articles

• Creating a Booking — how bookings are made
• Editing Stay Details — change dates, room type, or guest counts
• Managing Guests on a Booking — add guests, set primary, and remove guests
• Checking In a Guest — process a guest arrival
• Checking Out a Guest — process a guest departure
• Adding Charges to a Booking — manage the folio
• Recording Payments — record guest payments