How to make a new reservation

Whether you're booking a walk-in at the front desk or taking a reservation over the phone, HotelBee lets you create a new reservation from the dashboard in three steps.

Open the new reservation form

From the front-desk dashboard, click the + button in the action group of the greeting card, or open New Reservation from the navigation menu.

Step 1 — Choose the room and dates

Pick check-in and check-out dates, then tick an available room from the list. HotelBee shows the rate for the selected dates and rate plan. To book multiple rooms in the same reservation, just tick more than one — they share one folio.

Step 2 — Add the guest

Pick an existing client from the dropdown, or fill in the guest details to create a new profile on the fly. Add additional 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 like breakfast or transfers, add any notes, take a deposit if your property requires one, then confirm. The reservation appears on your calendar immediately.

The full flow

Here is the whole reservation flow from start to finish:

Add extras and special requests

Before you confirm, you can attach extras like breakfast, airport transfers, late check-out, or a baby cot. Each extra is priced separately and shows up on the folio so it can be charged at check-out. Free-text instructions (allergies, anniversary, accessibility needs) go in the Note field and stay attached to the reservation for housekeeping and front desk.

Take a deposit at booking time

If your property requires a deposit, charge it on the final step. Choose the payment method (card, cash, bank transfer) and the amount — the rest of the balance stays open on the folio until check-out. Card payments use your connected payment provider; cash and transfer are recorded for your records.

Book multiple rooms in one reservation

For families or small groups, simply tick more than one room on step 1. Each room can have its own guest assigned, but all rooms share one folio and one payment. For larger groups (10+ rooms), use a Group Booking instead so you can manage rooming lists and a master account.

Edit or cancel after saving

Open the reservation from the calendar or the reservations list and edit dates, room, guest, or extras directly. Changes that affect the rate (different dates, different room) recalculate the price automatically. To cancel, open the reservation and click Cancel — HotelBee asks for a cancellation reason for your reports and frees up the room for the dates.

Common issues

No rooms in the list on step 1: every room is either booked or blocked for at least part of those dates. Try shorter dates or open the Reservations Calendar to see what's holding the room.

Rate shows as zero: no rate plan covers the selected dates. Open Backoffice → Rates and extend the active rate, or assign a default rate to the room type.

Guest dropdown not finding someone you know exists: try email or phone instead of name — names with accents or alternate spellings sometimes need an exact match. Worst case, create the reservation against a new profile and merge it later from the guest's profile page.

Keyboard shortcuts on the calendar

Front desk staff who live on the Reservations Calendar can skip the mouse. While the calendar is open, press N to open the new reservation form, T to jump to today, F to focus the search box, and the arrow keys to scroll through dates.