A worked example: from inquiry to check-in
This example follows one resort booking through its whole life. It shows how the pieces above fit together, and points to the money chapters where relevant.
- Take the inquiry. A guest asks for a sea-view room, 12–19 July. Open Booking → Create → Resort, select 12–19 July on that room in the calendar, and click Create Offer. On Step 2, pick the agency, rate, and currency, set the status to Inquiry, add the guest, and Create Booking. The booking gets an Offer no. and holds no rooms.
- Put it on hold. The guest is keen. Open the booking and click Reserve. It becomes an Option / Hold with an expiry date, and the room is now held. Gurita will auto-release it if it is not confirmed in time (14 days by default).
- Confirm it. The guest pays the deposit. Record the payment (see Finance), then click Book. The booking is now Confirmed and shows a Booking no.
- Send the confirmation. Use Send to email the confirmation and, if configured, Voucher to download the voucher. Both are stored on the booking.
- Prepare for arrival. Before 12 July, open the Guests tab to replace any placeholder guests with real names, and the Guest forms tab to send the online form. Watch the Occupancy → Upcoming Bookings tab for guest-form and payment readiness.
- Handle a change. The guest asks to shift to 13–20 July. Use Travel date (Change Date / Room) to move the stay; accept any price change. The folio updates automatically — see The Folio & Invoicing.
- Check in. On arrival, open Occupancy → Occupancy, find the room, and click Check-In, recording the date and time. Charge any extras during the stay on the folio.
- Close it out. After departure, check the guest out, settle the balance, and once no payment is open, click Resolve to lock the booking.