Creating a Booking
When a guest books directly with you -- by phone, email, or in person -- you can create a manual booking in hejGuide. The system automatically calculates the price based on your rate plan, so you do not need to do the math yourself.
How to create a new booking
There are two ways to start creating a booking:
Option A: Click on empty dates
- On the calendar, click on the check-in date for the new booking.
- The New Reservation modal opens with the selected date pre-filled, on the Booking tab.
Option B: Use the "New Reservation" button
- Click the New Reservation button at the top of the calendar.
- The New Reservation modal opens. Make sure the Booking tab is selected.
Filling in the booking form
Once the booking form is open, complete the following fields:
- Select a listing -- Choose which property this booking is for.
- Check-in date -- Set the arrival date (pre-filled if you clicked on the calendar).
- Check-out date -- Set the departure date.
- Guest name -- Enter the guest's full name.
- Email address -- Enter the guest's email. This is needed if you want to send them a check-in invite or payment link later.
- Phone number -- Optionally add a phone number for the guest.
- Number of guests -- Enter how many guests will be staying.
- Internal notes -- Add any notes about the booking (e.g., "Late arrival, arriving after 10 PM"). These are visible only to you and your team.
TIP
The nightly rate is calculated automatically from the rate plan assigned to the selected listing. If you have seasonal pricing, weekend rates, or length-of-stay discounts configured, they are all applied automatically.
Rate and cancellation policy
The modal includes a rate and cancellation policy selector. If your listing offers a non-refundable rate alongside your standard (flexible) rate, you can pick the variant here -- the price updates to reflect the variant's discount.
Products and payment (in the same modal)
Before saving, you can also do the following without leaving the modal:
- Add products / extra charges -- Select any extra products configured for the listing (cleaning fees, extras, add-ons). Required and preselected products are added automatically.
- Collect payment -- If the listing accepts online payments, turn on payment collection to send the guest a payment link with the booking. The payment terms (full prepayment, deposit, or pay at check-in) follow your listing or policy defaults.
Saving the booking
- Review the booking summary, including the calculated total.
- Click Create Booking to save it.
- The booking now appears on the calendar and in the booking list.
After creating a booking
Once the booking is saved, you can:
- Add extra charges -- Go to the Charges tab to add cleaning fees, extra guest charges, or other services.
- Record a payment -- Go to the Payments tab to record a deposit or full payment.
- Send a check-in invite -- Send the guest a link to complete their check-in details.
- Send a payment link -- Email the guest an online payment link.
WARNING
Make sure you have a rate plan assigned to the listing before creating bookings. Without a rate plan, the system cannot calculate prices automatically. You can set up rate plans under Rates & Pricing.