AvaiBook offers various options to manage your bookings manually, adapting to the needs of your travellers and your operations. Here's how to create:
A confirmed booking
A reservation pending payment online (pre-reservation)
A booking invitation
On this page, the fields are presented in a sticker-like format that guides you step by step through the creation of a booking. Each block (guest details, extras, cancellation policy, payment terms...) is drop-down and editable, allowing for a neater and more visual experience. As you fill in the details, the booking summary is automatically updated on the right so you have all the key information in view.
Create a manual booking
During the process of creating a manual booking, you will need to complete a series of sections with the guest's information, and the corresponding conditions.
The procedure is the same in both cases, with the exception of the Payment Terms section, where you must choose between two options: Pending online payment or Confirmed.
If you choose Pending Payment, the reservation will remain on hold until the traveler completes the payment process, at which point the system will automatically confirm it.
If you select Confirmed Booking, the booking will be confirmed at the time of creation.
Below, we explain in detail how each of these options works.
Confirmed booking
Ideal when the traveler has already confirmed their stay and you want to register the reservation directly in the system.
Steps:
Access the + Create Booking button, you will always find it located on the right in the upper corner.
Select your check-in and check-out dates.
Click Availability.
Select the accommodation.
Click on Book.
Show minimum stay restriction when creating a manual booking
In the process of creating manual bookings to help avoid unintentional errors related to the minimum stay set in the accommodation listing, when creating a manual booking, we inform if the selected dates do not meet the minimum number of nights, thus preventing unwanted bookings from being generated if the owner or staff does not remember this setting.
Therefore, if you select dates that do not meet the minimum stay configured, the system:
It will display an informational notice message.
It will indicate how many nights the accommodation requires and how many have been selected
It will not block the creation of the booking, allowing the user to continue if they wish.
This helps to reduce errors and make manual booking management more secure and transparent.
In the next step, fill in the requested data, traveler information, and you can even add additional data by clicking View/Hide Additional Fields.
To create a manual booking by selecting the "Confirmed" option, the traveler's email is not mandatory, as long as you are confirming it.
Additional services:
If you have extras configured, the system will show those that are mandatory checked, while the optional ones will appear unchecked.
Cancellation Policy:
By default, the cancellation policy configured in the accommodation file will be applied. However, if you want to set a different one, you can do so by modifying it manually.
Payment Terms:
In the Payment Terms section, the system will display two options available for creating a manual booking:
Pending online payment (Recommended)
This is the recommended option, as it allows the guest to complete the payment process through a link sent by email, including the entry of their card details.
The reservation will be automatically confirmed once the guest fills in the card details for the issuance of the configured payment.
In addition, if the booking process is not completed, the request may be automatically cancelled based on the selected settings.
Confirmed
By selecting this option, the booking will be confirmed immediately once you click on the Create booking button.
Likewise, the system will enable the option to request the guest's card details through a link sent by email.
Keep in mind that bookings without a payment guarantee have a 30% higher risk of non-payment or cancellation, so we recommend always asking for the guest's card details to reinforce security and guarantee the reservation.
On the right side you will find a summary that will allow you to review or modify the information related to the price, the tourist tax and even assign colored labels, if you have them configured, to identify the reservation in the calendar according to your own criteria.
This operation will leave the confirmed reservation on your calendar (it will appear in green), without the guest having to make any prior payment through AvaiBook.
Manual booking considerations
When a booking is created manually in the system, no confirmation message is automatically sent to the traveller. Therefore, if you want to automate this process, it is essential:
Create an email template for booking confirmation.
Configure the shipping rule associated with the template, indicating when it should be sent to the traveler.
The following guide provides detailed steps to create the template and set up the shipping rule:
Recommendation:
Set the shipping rule to 0 days after booking confirmation. This way, when the booking is created, the system will consider it confirmed and will automatically send the template to the traveller.
Make sure that the traveler's email address is registered on the booking card, so that the email can be delivered correctly.
Create a Pending Online Reservation (Pre-Reservation)
Useful when you want to block dates temporarily while the traveler confirms their reservation by making the advance payment.
Steps:
Access the + Create Booking button, you will always find it located on the right in the upper corner.
Select your check-in and check-out dates.
Click Availability.
Select the accommodation.
Click on Book.
In the next step, fill in the requested data, traveler information, and you can even add additional data by clicking View/Hide Additional Fields.
By selecting the option "Pending online payment", the traveler's email is needed, so it is mandatory to fill in that information and if you do not have it we recommend you request the traveler.
Extras:
If you have extras configured, the system will show those that are mandatory selected, while the optional ones will appear unchecked.
Cancellation Policy:
By default, the cancellation policy configured in the accommodation file will be applied. However, if you want to set a different one, you can do so by modifying it manually.
Payment Terms:
In the Payment Terms section, the system will show you two options.
To create a pending reservation, you must select the option Pending payment online.
📌 In order to use the Online Pending Payment option, it is necessary to have all the guest's complete data.
If there is a missing field in the Guest Data section to be filled in, the system will not allow you to proceed with the creation of the reservation. Therefore, make sure you have all the traveler's information before selecting this option.
By selecting the Pending Online Payment option, the reservation will only be automatically confirmed once the guest has completed the payment through the link they will receive by email.
By default, the system sets the request date to Never. However, you can click on the corresponding field and select another period from the drop-down menu, with a maximum of 7 days, to offer the traveler a time limit in which they can complete the payment.
🔹Recommendation: establishing a period of 24 hours (1 day) is usually the most effective, since, if the traveler is really interested in making the reservation, they will complete the payment process as soon as they receive the instructions.
If the guest does not make the payment after this period, the reservation request will be automatically cancelled.
In addition, the system enables an optional box that you can check if you want to receive a copy of the email that will be sent to the guest with instructions to complete the payment.
On the right side you will find a summary that will allow you to review or modify the information related to the price, the tourist tax and even assign colored labels, if you have them configured, to identify the reservation in the calendar according to your own criteria.
This will leave the reservation pending payment by the guest, and it will appear in orange on your calendar.
Once the guest has completed the payment, the reservation will be automatically confirmed and will be shown in green.
📝 Cancel an unpaid request
If for some reason you have created a reservation pending payment and you need to cancel it manually, you can do so by accessing the reservation file and selecting the Cancel button, available at the bottom of the page.
Create a booking invitation
It allows you to send the traveler a booking proposal without obligation. If the traveler accepts the offer, the booking will be automatically confirmed.
Steps:
From the main menu, click Booking invitation.
2. Fill in the requested details and click Submit Offer.
3. Select one of the two options:
Option 1: No calendar lockout → Dates will remain available until the traveler accepts the offer.
Option 2: With calendar lock → Dates will be temporarily blocked until the traveler accepts or declines the offer.
If you choose the first option, the calendar will not be blocked while the offer is in force, which will happen with the second.
Next, you just need:
Select the property you assign the invitation to
Indicate the proposed dates
(Optional) Apply a previously created offer. If you don't choose a special rate, the seasonal price set in your calendar will be automatically applied
When you've filled out all the information, click Send invitation to finish the process.
✨ New improvement in the user experience
With the new display of the booking creation page, the summary of the amount, dates, nights and other information is always visible on the right side of the screen. Thus, while scrolling through the page, you will be able to consult this information at all times without losing sight of it.