In this guide, you will find all the procedures relating to your reservations

You can access your reservations directly from the calendar or by using the Planning --> Reservations.

You can use different filters to narrow your searches. You will directly access the details of each of your reservations, where you can check the amounts charged, the status of your scheduled payments, your traveler data, among other things.

In the booking form, you can view the related charges and check their status.

In the "Status" column you can check whether the payment has been made, failed, or pending.

the payment is expected, right next to it you can read the date on which it will be made

ALWAYS REMEMBER TO SAVE

AvaiBook allows you to modify or update the amounts of an already confirmed reservation, regardless of whether it was created manually or online.

You just need to access the complete booking tab. From the Schedule > Reservations menu, search for the specific reservation and click on its ID to access the file.

When you are in the completed booking form, look at the box to your right titled Amounts.

Modify the amounts and click outside that box. By altering the Advance and Rest fields the Total amount will be recalculated.

*Remember that if the booking comes from a channel you will also have to reflect the changes on their platform

AvaiBook allows you to change the dates of an already confirmed reservation, regardless of whether it was created manually or online. There are 2 ways to do this.

If we want to move a reservation, or a block, quickly from the calendar to an accommodation and available dates, simply click and hold the dates and drag on the corresponding period and accommodation.

Once you have entered the booking, pre-booking, or block in the calendar, an information screen will appear where, in summary, we indicate the current booking data (1) and the final information (2). If correct, you will simply have to click on the Move button in the lower right corner of the screen to confirm the change.

You just need to access the complete booking tab. From the Schedule > Reservations menu, search for the specific reservation and click on its ID to access the file.

Just keep clicking on the Fechas, and a new panel will appear where you will be able to select the new period (1) and click on Changing Fechas (2).

The following instructions will apply to bookings made via the booking engine

(Website, Facebook, Instagram, pre-booking, invitation, Rentalia).

If it is your guest who wants to cancel the booking, you can indicate that in the booking receipt that will be sent with the confirmation, they will also find the cancellation instructions.

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Otherwise, you can resend the instructions to their email. You will simply need to access the booking details from Planning-->Reservations, searching for the specific booking, and clicking on its ID to access the card.

In the bottom right corner, you will need to select the Cancel button and select the option the guest wants to cancel.

If you want, you can add some explanation in the mail that we will send, then make the sending from Send directions.

The amount that the client has paid in advance will be refunded, or not, according to the cancellation policy that existed in AvaiBook at the time of confirmation of the reservation.

When you receive a reservation through the AvaiBook booking engine, for a few days after the receipt of the reservation, you will have an option available to cancel your reservation due to overbooking, error in rates or other situation, after a few days, this option will disappear.

You must choose this option if you cannot accommodate the reservation because you already had another booking, or because the prices are not correct. In this case you will NOT have a penalty but you must make a payment with your card for the amount of the fees generated in order to make the full refund to the traveller.

You must access the complete file of the reservation, from the menu Planning -> Reservations, looking for the specific reservation and clicking on its ID to access the file.

When you are in the complete booking form, you will see the Cancel button in the lower right-hand corner.

If for some reason, it is the case that you cannot accommodate the travelers of a reservation, because of something unexpected like a breakdown or business interruption, you can select the option of cancellation due to force majeure.

You will have to explain why you are cancelling this reservation to your travellers. The system will ask you how long your accommodation will be unavailable, and these dates will be automatically blocked to prevent further bookings.

In this case you will NOT have a penalty but you must make a payment with your card for the amount of the fees generated in order to make the full refund to the traveller.

When the check-in date of a reservation arrives, a new cancellation option will always appear. If your traveler has not shown up or has left the accommodation prematurely, you can proceed to cancel the reservation by selecting the option, The traveler has not shown up.

The reservation will be cancelled, and the amount corresponding to the advance booking, corresponds to the owner of the accommodation.

Depending on the booking reception channel, we may have different scenarios.

A reservation made through the booking engine may be canceled by the owner or traveler. The advance amount will be managed by AvaiBook by the cancellation policy and the following cases may occur:

AvaiBook will be governed by these bases to make refunds automatically, which does not mean that a different agreement can be reached between the accommodation facility and the traveler and it is decided to make the refund to the traveler by means other than AvaiBook.

If the booking was made through Rentalia, please note that you will also have to pay the portal's commission to refund the full amount to the traveler.

If you charge Booking reservations via AvaiBook, you can choose between 2 options:

automatically manage the cancellation policy through AvaiBook or don't do it.

With this synchronization version, automatic management of the cancellation policy via AvaiBook is mandatory (provided that you charge Booking reservations with AvaiBook).

If the guest cancels within the free cancellation period (according to the cancellation policy you have configured in AvaiBook), the system will automatically return the amount of the collected advance, without the need for any action on your part.

In the case of bookings from these two portals, refunds cannot be made automatically by AvaiBook, so the owner will have to manually make the refund from the booking details.

If you would like to refund some or all of the amount charged for a booking, you can do so from the booking details.

Go to the Schedule > Reservations menu and search for the specific reservation.

If you wish to return the deposit for an AvaiBook Engine booking, the booking will have to be cancelled, it will not be possible to do so for bookings that are still confirmed;

Access the reservation by clicking on the corresponding ID:

Click on the booking ID to view the booking form, and you will find yourself in the "BDP Collections" section.

You will see a line for each of the operations you have performed. To the right you will have the Actions column. Click the red arrow "Refund" button.

The following "Refund" box will open:

On this screen, the card that your traveler configured will appear and where the refund will be made, you can choose the amount to be returned, completely or partially (for example if you wanted to return everything except the commissions generated) and you will simply have to click in "Refund".

When you have finished, the system will indicate if the operation has been completed successfully. You can also check the return in the Accounting > Transacions menu.

What do I do if the return gives me an error?

If the error persists, contact us as usual.

With this tool, you can label all your reservations so that you can visually check by color if a reservation is charged, or pending charge, if it has a contracted activity, or any note that visually facilitates your management.

You can configure up to eight labels with the information that interests you most. This functionality will be available for the Premium, Leader, and Pro plans.

From Planning--->Calendar, the first thing you must do, is to assign labels to the colors. In the upper right corner, you will find the button colors.

Once you have configured your color legend, you will simply have to assign each of your reservations the label to identify them.

You can do this in two different ways:

From Planning-->Booking, you can access the details of your reservation, and in the right area of the screen, above the dates and accommodation, you can label the reservation with a color.

From Planning-->Calendar, you can click on a booking and a screen will appear with the main booking information. On the right side you will have a button with a label, you just have to assign the color you want.

Also from Planning-->Reservations, you can filter by color to get the list of reservations that meet the selected filter.

If you want to modify or update the data of your travellers of a confirmed reservation, either you have created it manually or it has arrived online, you can do it by accessing the details of the reservation. From the menu Planning -> Reservations, look for the specific reservation and click on its ID to access the file.

When you are in the complete file, go to the Fast check-in section.

You can change your name and surname, as well as your email, phone number and occupation.

When you have finished making the changes you think are appropriate, click on the Save button.

You can also register your guests and send them to the Guardia Civil (Hospederías), National Police, Mossos d'Esquadra and Ertzaintza, sharing a link with your travellers so that they can enter all their details (1), requesting registration by sending an email to the main guest (2), or manually adding the travellers details (3).

If your travellers can access the accommodation by a code 🔢 or you have an electronic lock to replace the traditional locks, you need to share that numeric key with the travellers.

You will have to configure this key in each reservation, for this you will have to access the details of the same from Planning>Reservations. You will have to click on the third window at the top of the screen called Fast check in and add the access code.

To share the passwords automatically with your travellers on confirmed bookings you will have to set up automatic emails or SMS that collect the #access_code# parameter to be auto-completed with this information.