Group Reservations

How to Make a Reservation in HotelBee: A Step-by-Step Guide

HotelBee is a cloud-based property management system that lets front-desk staff create a reservation directly from the dashboard in under a minute. Whether you are booking a walk-in at the counter or taking a booking over the phone, the process follows the same three simple steps. Here is how to do it from start to finish.

Open the New Reservation Form

From the front-desk dashboard select New Reservation from the navigation menu. Both open the same form.

Step 1 — Choose the Room and Dates

Pick the check-in and check-out dates, then tick an available room from the list. HotelBee displays the rate for the selected dates and rate plan automatically. Only rooms that are free for the full date range are shown, so you never accidentally double-book. To put several rooms on the same booking, simply tick more than one — they will share a single folio.

Step 2 — Add the Guest

Select an existing client from the dropdown, or type the guest's details to create a new profile on the spot. Typing a few letters of a name or email helps HotelBee find returning guests, keeping their stay history attached to one record, so search first to avoid duplicate profiles. Add any extra guests if the booking is for more than one person, then click Next.

Step 3 — Add Extras and Confirm

On the final step, attach extras such as breakfast, airport transfers, late check-out, or a baby cot — each is priced separately and appears on the folio at check-out. Use the Note field for special requests like allergies, an anniversary, or accessibility needs; these stay attached for housekeeping and front desk. If your property requires a deposit, charge it here by choosing a payment method (card, cash, or bank transfer) and an amount. Then confirm. The reservation appears on your calendar instantly.

Editing or Cancelling Later

Open the reservation from the calendar or the reservations list to change dates, room, guest, or extras. Any change that affects the rate recalculates the price automatically. To cancel, open the booking, click Cancel, and enter a reason — this frees the room and records the cancellation for your reports.

A Few Tips

If no rooms appear in Step 1, they are booked or blocked for part of those dates — try a shorter stay. If the rate shows zero, no rate plan covers the chosen dates. And for large groups of ten or more rooms, use a Group Booking instead, so you can manage rooming lists and a master account.