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)

For hotel/accommodation reservations, check-in is done per guest and requires room assignment. You can open the Front Desk from here or perform check-in there.

  1. Go to Reservations and open the reservation
  2. Click the Guests tab
  3. Ensure each guest is assigned to a room (see "How to Assign Guests to Rooms" below). If rooms are not yet allocated, add or edit accommodation allocations in the Itinerary or Logistics tab first
  4. Check-in is performed from the Front Desk, not from the reservation page. When there are guests with Pending check-in status, a blue banner appears: "Guest check-in is managed from the Front Desk" with a button Go to Front Desk. Click that to open the Hotel Front Desk and perform check-in (group or single guest) there
  5. On the Front Desk, select the date, find the reservation under Arrivals, expand it, and use Check In All or Check In per guest

Result: The guest status changes to "Checked In" and the check-in date/time is recorded. The reservation can be viewed under In-House or Departures on the Front Desk.

Note: Full check-in and check-out workflows (including undo check-in, change room) are documented in Hotel Front Desk. See the Front Desk documentation for step-by-step tasks.

How to Assign Guests to Rooms (Room Assignment, Allocate Rooms)

Before checking in hotel guests, each guest must be assigned to a room (resource allocation). Room assignment can be done from the reservation or from Room Allocations / Logistics.

  1. Go to Reservations and open the reservation
  2. Ensure the reservation has accommodation items with room allocations (specific rooms assigned) in the Itinerary or Logistics tab
  3. Open the Guests tab. If your app supports guest-to-room assignment here, assign each guest to one of the allocated rooms (e.g. drag to room or select from dropdown)
  4. Alternatively, use Room Allocations (sidebar) to view the room grid and manage which reservation/guest is in which room for a date range

Result: Each guest is linked to a room allocation. You can then perform check-in on the Front Desk without being prompted to allocate rooms first.

How to Book a Package (Select Package, Package Reservation)

Book a pre-configured package that bundles multiple services (accommodation, activities, spa, etc.) at a package price.

  1. Start a New Reservation as described above
  2. In the Services step, switch to the Package tab
  3. Browse available packages and click Select on the one you want
  4. The wizard moves to the Customize Package step where you select specific resources for each package component:
    • Accommodation: Select specific rooms
    • Activities: Choose trip times and vessels
    • Spa / Time-slotted: Pick appointment slots
  5. If the package has guest-choice modifiers (e.g. the admin deferred the meal plan choice to the guest), a modifier selector appears below the relevant component. Select the option you want (e.g. "Full Board"). The price impact is shown next to each option
  6. The progress bar at the top shows how many components are complete
  7. Continue through the remaining wizard steps (Guest Info, Review, Confirm)

Result: The package is booked with all selected resources and modifier choices. The package price includes all modifier adjustments. Pre-selected modifiers (chosen by the admin in the package builder) are applied automatically.

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, Generate Guest Portal Link)

Send guests a secure link to the Guest Portal (check-in PWA) where they can complete pre-arrival check-in: document scan, personal details, contact info, and special requests.

  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 button Generate Guest Portal Link (or View Guest Portal Link if a link was already generated). A modal opens titled Guest Portal Link with the link and option to Copy or Send via Email (enter email in "Send to Email" and click Send via Email)
  5. Verify the guest's email address is correct before sending

Result: The guest can open the link (e.g. on phone or computer) and complete the check-in wizard. Submitted data appears on the reservation and can be used at the Front Desk. For full Guest Portal steps (scan, details, requests, PWA install), see the Guest Portal (Check-In PWA) documentation.

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)

Packages

Packages bundle multiple services at a combined price. Each package has components (e.g. accommodation, activities, spa) that may require the guest to select specific resources during booking. Packages can also include service modifiers — either pre-selected by the admin (e.g. "Full Board included") or deferred to the guest as a choice at booking time (e.g. "Choose your meal plan"). Modifier price adjustments are included in the package total.

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 Generate Guest Portal Link or Send Portal Link again and send the new link to the guest
  4. If the link still doesn't work, contact your administrator. For full Guest Portal flow and troubleshooting, see Guest Portal (Check-In PWA).

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