How to make a new booking as an admin user from your dashboard
Please Note: if your Anytime Booking account is not live do not send out any emails to your guests as these will be inaccurate.
For an overview please see the video below:
If you'd prefer to follow written instructions please see below:
Once logged into your Anytime Booking account select the 'New Booking' tab from the left hand menu bar.
1. Enter the Basic Booking Details:
Date the booking created - it defaults to todays date.
Booking Source -choose
Booking Agent - choose from dropdown, if applicable.
External Reference - OTA reference number.
Options - if you're inputting a booking for a past date.
2. Enter the Unit and Arrival information:
Select from the dropdown boxes Site, Category and Unit then from the calendar or dropdown select the Arrival Date then Number of nights. Choose the Sub-Unit, if necessary. Choose the Party Members.
The information is populated on the right in the Booking Summary. You can click on any of the costs there and change them as you go.
Once this section is completed, select the Next red button bottom right.
3. Extras and Up-selling:
If your guest wants anything from your Extras selection you can add them here. This will automatically update this will update the costings in the Booking Summary according to the prices you have set. Extras could include security deposits, the number of dogs a guest is bringing, breakfast hampers or additional bed linen.
4. Further Details:
Here you need to select from the mandatory dropdown box for How Did You Hear About Us? This is related to gathering your marketing data. Then you have the option to add Initial Notes for Admin/In-House, the Customer, the customer can also see these notes; the Housekeeper only relevant to Agencies; and the Alternative Customer if the booking is for a business group.
Also showing here is the Discount code box and the Terms & Conditions as a read only for admin - read out to your guest at the time of making a telephone booking, if appropriate.
The next page will ask if you want to make another booking - this is only relevant for group bookings / if the customer has multiple bookings throughout the year.
If you select 'Yes' you'll be taken to the start of the booking process to make your second booking for that customer, if you select 'No' you'll be taken to the Customer Details page.
5. Customer Details
Search for the customer by entering their email address into the Find Customer box. If they've already stayed with you their details will come up for you to select. This stops more than one customer record being made for the same customer.
Otherwise, enter the customers details to the form and add n/a to any sections that cannot be populated. Leave the email section blank if no customer email address is available, do not substitute with your own email.
If the customer has said yes or no to marketing please mark this on the system under Contact Permission. One option needs to be selected, but this can be changed at a later date.
Once you are happy with the details select the red button 'Place Booking' at the bottom of the Booking Summary.
Once you click on 'Place Booking' you'll be asked if you would like to send out the following emails:
If you're adding in a new booking and you're a LIVE account we advise sending out these emails to maintain consistent communication with your guest.
6. Recording A Payment
If you select 'No' to making a payment the booking will be completed and marked as provisional.
If you select 'Yes' you'll need to record the date of payment, method, amount and add a note if applicable (if you're adding bookings from a previous software we suggest marking the payment method as 'Other').
Once the booking is complete a reference number will be generated. You will then be able to see the booking within your 'Manage Bookings' list.
If you would prefer a quick and easy way to mark booked dates as unavailable please see how to block off dates on the Diary.