Qvian Suite
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Reservation Management

Manage reservations, guests, service bookings, and payments for your business.

Common Tasks

How to Create a New Reservation (New Reservation, Book Reservation)

Create a new reservation for a customer booking services, accommodations, or experiences.

  1. Go to Reservations in the left sidebar
  2. Click the + New Reservation button in the top-right corner
  3. Select or create a Customer for the reservation
  4. Enter the Check-in Date and Check-out Date (or start/end dates)
  5. Select the Business Unit if you have multiple locations
  6. Add Reservation Items:
    • Click Add Service to book services (accommodations, activities, etc.)
    • Select the service type and specific service
    • Enter quantities and dates for each service
    • Review pricing and adjust if needed
  7. Add Guests:
    • Click Add Guest
    • Enter guest name, email, phone, and other details
    • Select guest type (Primary Guest, Adult Guest, Child Guest)
  8. Review the Total Amount and payment terms
  9. Add optional Notes or special instructions
  10. Click Create Reservation

Result: A reservation is created with status "Draft" or "Confirmed" depending on your settings. You can now manage guests, services, and payments from the reservation details page.

How to View Reservation Details (Open Reservation, View Booking)

Open a reservation to view and manage all its details including guests, services, payments, and notes.

  1. Go to Reservations in the left sidebar
  2. Find the reservation in the list (search by customer name, reference number, or date)
  3. Click on the reservation row to open the details page
  4. Use the tabs at the top to navigate between:
    • Summary - Overview of reservation details
    • Guests - Guest list and check-in status
    • Itinerary - Service bookings and schedule
    • Travel - Travel information and flight details
    • Logistics - Service allocations and resources
    • Payments - Payment history and records
    • Notes - Internal notes and communications

Result: You see the full reservation details with all related information organized by category.

How to Add Guests to a Reservation (Add Guest, Register Guest)

Add guest information to an existing reservation for check-in management and communication.

  1. Go to Reservations and open the reservation
  2. Click the Guests tab
  3. Click the Add Guest button
  4. Enter guest information:
    • First Name and Last Name
    • Email address
    • Phone number
    • Date of Birth (if required)
    • Nationality or country
    • Address if needed
  5. Select the Guest Type:
    • Primary Guest - Main contact for the reservation
    • Adult Guest - Additional adult
    • Child Guest - Child guest (may have different pricing)
  6. Click Add Guest

Result: The guest is added to the reservation. You can manage check-in status, upload documents, and send portal access links to guests.

How to Check In a Guest (Check In Guest, Mark as Checked In)

Mark guests as checked in when they arrive to track arrival status.

  1. Go to Reservations and open the reservation
  2. Click the Guests tab
  3. Find the guest in the list
  4. Click the Check In button or toggle the check-in status
  5. Confirm the check-in date and time if prompted

Result: The guest status changes to "Checked In" and the check-in date/time is recorded.

How to Add Services to a Reservation (Book Service, Add Service Booking)

Add service bookings (accommodations, activities, equipment) to an existing reservation.

  1. Go to Reservations and open the reservation
  2. Click the Itinerary or Logistics tab
  3. Click Add Service or Book Service
  4. Select the Service Type (Accommodation, Scuba, Experience, Equipment, etc.)
  5. Select the specific Service from your service catalog
  6. Enter the Start Date and End Date for the service
  7. Enter the Quantity (number of units, people, nights, etc.)
  8. Review the Pricing (price may vary by date, quantity, or other factors)
  9. Select required Resources if the service needs specific resources (rooms, boats, equipment)
  10. Click Add to Reservation

Result: The service is added to the reservation itinerary. Resource allocations are created automatically if resources were selected.

How to Record a Payment on a Reservation (Record Payment, Receive Payment)

Record payments received for a reservation to track payment status and update accounting.

  1. Go to Reservations and open the reservation
  2. Click the Payments tab
  3. Click the Record Payment button
  4. Enter the Payment Amount
  5. Select the Payment Method (Cash, Card, Bank Transfer, etc.)
  6. Enter the Payment Date (defaults to today)
  7. Select the Bank Account if applicable
  8. Enter an optional Reference Number (transaction ID, check number, etc.)
  9. Add optional Notes
  10. Click Record Payment

Result: The payment is recorded and appears in the payment history. The reservation payment status updates, and accounting entries are created automatically.

How to Add Travel Information to a Reservation (Add Flight Details, Travel Info)

Add flight details and travel information to help coordinate arrivals and departures.

  1. Go to Reservations and open the reservation
  2. Click the Travel tab
  3. Click Add Travel Information or Add Flight
  4. Enter travel details:
    • Flight Number or transportation details
    • Arrival Date and Time
    • Departure Date and Time
    • Airport or location
    • Airline or carrier name
  5. Add optional Notes about special requirements or instructions
  6. Click Save

Result: Travel information is saved and can be viewed in the Travel tab. This information may also appear in travel alerts and arrival management features.

How to Add Notes to a Reservation (Internal Notes, Reservation Notes)

Add internal notes about special requests, communications, or important information for staff.

  1. Go to Reservations and open the reservation
  2. Click the Notes tab
  3. Click Add Note or type in the notes text area
  4. Enter your note text (special requests, customer preferences, communication history, etc.)
  5. Click Save Note or the note saves automatically

Result: The note is saved and appears in the Notes tab with a timestamp. Notes are visible to all staff members with access to the reservation.

How to Send Guest Portal Access (Send Portal Link, Guest Portal Email)

Send guests a secure link to access their reservation portal where they can view details and upload documents.

  1. Go to Reservations and open the reservation
  2. Click the Guests tab
  3. Find the guest you want to send the portal link to
  4. Click the Send Portal Link button (link icon) or Send Email
  5. Verify the guest's email address is correct
  6. Click Send to send the email with the portal access link

Result: An email is sent to the guest with a secure link to access their reservation portal. Guests can use this link to view reservation details, upload documents, and complete check-in forms without creating an account.

Key Concepts

Reservation Status

Reservations can have the following statuses:

  • Draft - Reservation is being created, not yet confirmed
  • Confirmed - Reservation is confirmed and active
  • Pending - Waiting for confirmation or payment
  • Cancelled - Reservation has been cancelled
  • Completed - Reservation period has ended

Guest Types

Guests are categorized by type:

  • Primary Guest - Main contact person for the reservation, receives communications
  • Adult Guest - Additional adult guests, may have full pricing
  • Child Guest - Child guests, may have reduced pricing or special requirements

Service Bookings

Services are booked within reservations and can include accommodations, activities, equipment rentals, meals, and more. Each service booking has:

  • Start and end dates
  • Quantity (nights, people, units, etc.)
  • Pricing (which may vary by date, season, or quantity)
  • Resource allocations (specific rooms, boats, equipment assigned)

Resource Allocations

When services require specific resources (like rooms or equipment), those resources are allocated to the reservation. Resource allocations:

  • Track which specific resources are assigned to which reservations
  • Prevent double-booking of resources
  • Can be viewed in the Service Management → Allocations section
  • Help coordinate resource availability across multiple reservations

Troubleshooting

Cannot Add Service to Reservation

Cause: The service may not be available for the selected dates, or required resources are not available.

Fix:

  1. Check if the service is active and available in Service Management → Services
  2. Verify the selected dates fall within the service's available date range
  3. If the service requires resources, check Service Management → Allocations to see if resources are available for those dates
  4. Try selecting different dates or a different service

Guest Portal Link Not Working

Cause: The link may have expired, the guest email is incorrect, or the reservation was cancelled.

Fix:

  1. Verify the guest's email address is correct in the Guests tab
  2. Check that the reservation status is "Confirmed" (not Draft or Cancelled)
  3. Generate a new portal link by clicking Send Portal Link again
  4. If the link still doesn't work, contact your administrator

Cannot Record Payment

Cause: The reservation may be cancelled, or there may be a system error.

Fix:

  1. Check the reservation status - cancelled reservations typically cannot receive payments
  2. Verify you have permission to record payments (contact your administrator if needed)
  3. Ensure the payment amount is greater than zero
  4. Try refreshing the page and recording the payment again

Service Not Showing Correct Price

Cause: Service pricing may vary by date, quantity, or other factors, or pricing may not be configured correctly.

Fix:

  1. Check the service pricing configuration in Service Management → Services
  2. Verify if the service has date-based pricing (prices may differ by season or date)
  3. Check if quantity discounts apply
  4. You can manually adjust the price when adding the service to the reservation if needed