Reservations

Hayya helps you manage every step of a guest's stay — from the moment they book until they check out. Room statuses update automatically as reservations progress.

How Reservations Come In

Reservations can arrive through different channels. You can record the source when creating one:

• Walk-in — Guest arrives at your front desk
• Phone — Booking made over the phone
• Website — Guest books through your online booking page
• Agent — Travel agent or partner booking
• OTA — Online travel agency like Booking.com or Expedia

When guests book through your website, the reservation starts as Pending and needs your confirmation. When you or your staff create a reservation directly, it starts as Confirmed.

Reservation Statuses

Each reservation follows a clear journey from start to finish:

What Happens at Each Step

• Confirmation — When you confirm a reservation, the guest's room is automatically set to Occupied. No one else can book it for those dates.
• Check-in — Guest arrives at your hotel. Record this in the system to keep your occupancy accurate.
• Check-out — Guest leaves. The system checks if there are other upcoming bookings for that room. If not, it's set back to Available.
• Cancellation — Same as check-out: room goes back to Available if there are no other bookings.
• No Show — Use this for guests who had a confirmed booking but never arrived. It frees up the room and keeps your records accurate.

Creating a Reservation

From the Admin Dashboard

1. Go to Reservations in the sidebar
2. Click New Reservation
3. Fill in the guest's details:
   • Guest name (required)
   • Phone number and email (optional but helpful)
   • Check-in and check-out dates
   • Number of guests
   • Room — You can assign a specific room now, or just pick a room type and assign a room later
   • Source — How the booking was made (walk-in, phone, etc.)
   • Special requests — Any notes from the guest
4. Click Create

Reservations you create from the dashboard start as Confirmed and the room is marked Occupied right away.

Booking Without Assigning a Specific Room

It's okay if you don't want to pick a specific room at the time of booking. You can:

• Select a room type (e.g., "Suite") instead of a specific room
• Assign a room later when the guest arrives for check-in

This is handy for phone or walk-in bookings where you want to hold a type of room without committing to a specific one.

Managing Reservations

Finding a Reservation

On the Reservations page, you can search and filter to find any booking:

• By status — See only pending, confirmed, or checked-in reservations
• By date — Filter check-ins by date range
• Search — Look up a guest by name, phone number, or reservation number

Updating Reservation Status

To move a reservation to the next stage:

1. Go to Reservations and find the booking
2. Click the Update Status button
3. Choose the new status (confirm, check-in, check-out, cancel, or no-show)
4. Add any notes (optional but helpful for your team)
5. Click Save

Assigning or Changing a Room

If you created a reservation without a specific room, or need to move a guest to a different room:

1. Open the reservation details
2. Click Assign Room
3. Select an available room from the list
4. Click Save

The system will only show rooms that are free and not overlapping with other bookings.

Guest Reservation Tracking

Guests can check their reservation status by entering their reservation number on your booking page. They'll see their check-in/out dates and current status without having to call you.

Each reservation is assigned a unique number (format: RES-XXXXXXX) that guests can use for tracking.

Reservation Statistics

The Hotels Dashboard shows you a quick snapshot of your reservations:

• How many are pending (awaiting confirmation)
• How many guests are currently checked in
• How many are checked out today
• Cancellations and no-shows

This helps you see at a glance how your hotel is doing.

Best Practices

1. Confirm website bookings quickly — Website bookings start as pending until you confirm them. Fast confirmation makes a great first impression on your guests.
2. Assign rooms before check-in — It helps your front desk team prepare rooms ahead of time and avoids scrambling when guests arrive.
3. Use the No Show status — If a guest doesn't arrive, mark them as no-show. This keeps your stats accurate and frees up the room for other guests.
4. Add notes — When updating a reservation status, add a quick note. It creates a helpful record for your team (e.g., "Guest arrived 30 minutes early, gave them room 204 instead").
5. Check availability before confirming — The system prevents double-booking automatically, but checking available rooms first gives you a smoother experience at the front desk.