Bookings - Advanced Search

The 'Bookings - Advanced Search' screen provides a rich set of filters for precision searches, options for customising views and tools for bulk booking processing. This screen allows you to easily find bookings by different criteria and create lists tailored to your needs.

Booking Search

The screen can be accessed by going to the Booking->Advanced Search menu from the navigation bar. To run a search:

• Enter at least one search criterion. All filters work in combination. The more specific the criteria are, the more precise your search result will be;
• Run the search clicking the  'Refresh' (1) button .

View customisation

You can create customised views of the results through the booking engine.  Choose what information to display in the list, how it should be sorted, whether there should be grouping and by what criteria the bookings should be sorted. This tool allows you to build your own reports and quickly load them directly into the screen.

Here's how to change the standard view:

• Open the customisation screen - in the "Custom views" field, select the Edit button.

• Select the options whether to see the Booking Notes and All Guests (including the contact person)
• Columns - Select which columns to see in the report. You have a choice of 44 columns to show or hide.
• Columns order - Arrange the columns so that they are most convenient for you. Choose whether the booking number should be the first or last column. Arrange the information according to your needs.
• Group by - Choose what to group the bookings by. Grouping will be done by the value of the selected field, it can be Status, Room Type, Date or any of the 44 fields. For each of the groups you will get the totals - number of bookings in the group, number of Adults, Children and total number of guests.
• Sort order - Select by which field the data in the report should be sorted.
• Click Apply (2) - You will see the result, and the changes made will be remembered for the current device and you open the Advanced search.

Multiple Custom Views

You can create multiple custom views by specifying the desired columns, arrangement, sorting and grouping of data for each. The saved views can be reused and are available to all users in the account. This allows the creation of standardised reports for different purposes, usable on all jobs.

Here's how to create a custom view:

• Open the customisation screen;
• You can change the columns, arrangement, sorting and grouping;
• From the Apply button, select the drop-down menu and “Save as” (3);
• Enter a name for the report and save;

You will see the saved custom view in the list on the left. 

If you wish to make changes to its configuration:

• Select the Custom view from the list on the left;
• Change the settings;
• Select “Save as”. If you keep the same view name, it will update. If you change the name, it will be saved as a new view that will be added to the list.

To delete a custom view, use the delete button (4) at the end of its row.

Here's how to use the custom views you've already created:

• In the screen with parameters and filters screen, you can select the view to apply to the specific search. In the “Custom Views” field, you will  see a list of all views, just select the one you want to use.

• After generating the report, you can also change its view, see below.

Processing the results

Once the booking list is loaded on the screen, you can process it in several ways:

• With the quick button for switching between the different custom views (7), you can easily change the type of the current report. You can also access the customisation screen to add a new view or adjust an existing one;
• Print (6)- print the list using a view of your choice;
• Export (5)- exports the list in a CSV and XLSX format;
• In order to start a new search, use the 'Modify Search' (8) button.

Mass Editing Features

The screen provides you with the ability to perform a number of mass actions with the bookings in the list. Before performing a function, highlight the bookings to which it is to be applied. If necessary, use the quick button, to highlight all bookings (9)  from the list. Bulk functions are accessed via the "...", button at the top of the screen.

Here are the options available to you:

• Open - with several bookings selected, it activates the multiple booking edit mode;
• Room - use it to call the automatic room allocation for the selected bookings from the list or to remove already allocated rooms;
• Confirmation- to send a confirmation email to the selected bookings or to simply mark these bookings as "Confirmed";
• Check In and Check Out for bookings;
• Cancel  - options for voiding booking charges, cancellation of the booking itself or its marking as No Show;
• Change stay - the feature allows you to change the stay of multiple bookings at once. It is recommended not to process more than 50 reservations at once;
• Rate - an option to set a manual price, rate change or to repost the rate;
• Folios - includes features related to the processing of folios;
• Guarantee - change to the guarantee status of the selected bookings;
• Registration Cards - print options for the registration cards of guests;
• Calendar colour- an option to set a special colour for the selected bookings for their easier distinguishing on the 'Room Calendar' screen и в списъците с резервации.
• Notes - You can add notes to selected reservations. It is possible to simultaneously add different types of notes: Notes, Meal Notes, Housekeeping Notes, and Client Requests.