With “New reservation”, the hotel enters a reservation by hand when there was no offer before. The reservation is for an existing guest or for a new guest. The form is under Reservations › New reservation.
Example: Enter a reservation made by phone for a regular guest
A guest who is already in ReGuest calls and books for two adults and one child. There was no offer before. The hotel enters the reservation by hand.
Open the form. Under Reservations, the “New reservation” tab of the side navigation leads to the “New reservation” form.
Search for the guest. Enter the first letters of the name or the email address in the “Search/select existing guest” field. From two characters on, the field shows the matching guests with name and email address.
Select the guest. Clicking the guest copies their details from the guest record: “Email address”, “Language”, “Type of contact”, “First name”, “Last name”, “Gender” and “Academic title”, as well as their phone numbers and postal addresses. These guest fields are then locked, and “Existing guest” appears above them.
Look at the number. “Offer no. / year” is prefilled with the next offer number and the year.
Enter the stay. Enter arrival and departure in “Arrival/departure”, 2 in “Adults” and 1 in “Children”.
Enter the price. Enter the agreed price of the reservation in “Total price”.
Create. “Create” creates the reservation.
Result. The reservation is confirmed at once, and the guest receives no message about it. The reservation shows the employee who created it, and the messages before and after the stay are scheduled.
The pages in detail
“New reservation”
The guest.
“Search/select existing guest” searches the existing guests by name or email address from two characters on and shows at most 50 results. When a guest is selected, the form copies their details, and the guest fields cannot be changed.
“Remove selection” undoes the selection. The guest fields are cleared, and “Type of contact” is set back to “Person”. This way, a new guest can be entered instead.
“Type of contact” sets what the new guest is created as, and which fields the form shows for it. “Person” is preselected: then “First name” is a required field, and “Gender” and “Academic title” are available. With “Family”, “First name” is marked “(optional)”, and “Gender” and “Academic title” are missing. With “Company”, “First name” is missing, and “Company name” appears in place of “Last name”. For an existing guest, the selection copies the guest's type and cannot be changed.
For a new guest, “Email address” and “Language” are also entered. The “Language” is saved with the guest, and ReGuest uses it to choose the reservation's offer template: the template marked as default in this language that matches the arrival date.
“Add phone number” adds an empty phone number, “Add postal address” an empty postal address. Each entry can be removed again. On “Create”, the filled-in entries are saved with the guest.
The reservation.
Without the licence module Offers, “Offer no. / year” is called “Reservation number / year”.
Enter arrival and departure in “Arrival/departure”, and the number of persons in “Adults” and “Children”.
Enter the price of the reservation in “Total price”. If it is not fixed yet, tick “Price is undetermined”. The “Total price” field is then hidden and does not have to be filled in. In the reservation detail, the note “Price is undetermined” then appears under “Total price”.
After the reservation has been created, “Season” and “Request source” are saved with the request the reservation belongs to.
With Multi-Property, the “Facility/Hotel” selection is added, and a building is then required. It sets which building the reservation is assigned to. In the “List of all reservations”, you can then filter by the building.
“Create” and “Cancel”. “Create” creates the reservation. It is confirmed at once, without a message to the guest. “Create” schedules the messages before and after the stay. If follow-ups for offers were scheduled in the same process, “Create” deletes them. “Cancel” leads back to the list of all reservations without asking. The entries are not saved, and neither a guest nor a reservation is created.
From the guest record
In the guest record, “Create reservation for this guest” opens the same form.
“Edit”
A reservation created by hand can later be changed in the same form via “Edit”: “Offer no. / year”, “Total price”, “Arrival/departure” and “Facility/Hotel”.
Prerequisites
‘New reservation’ belongs to the licence module Offers. With Multi-Property, the required “Facility/Hotel” selection is added.
If the module is licensed, access to it is enabled for specific users through their role. Roles are managed by ReGuest support.
Frequently asked questions
Why did the guest not receive a confirmation? A reservation from “New reservation” is confirmed silently, without a message to the guest. ReGuest support can tell you whether a confirmation can still be sent to the guest.
What happens to the entries on “Cancel”? They are discarded. The form does not ask and creates neither a guest nor a reservation.
Why is the field called “Reservation number / year” and not “Offer no. / year”? Without the licence module Offers, the field has this name. ReGuest support can tell you whether Offers is set up for the hotel.
Why is “Create reservation for this guest” missing in the guest record? The button appears only if the hotel is set up for it. ReGuest support can tell you whether this applies to the hotel.
How is a new reservation created in the same process after a cancellation? After a cancellation, “New reservation for the current request” in the reservation detail leads to a new reservation in the same process.
Why is a reservation for a guest rejected? For a guest on the blocklist, ReGuest rejects the reservation. ReGuest support can tell you whether a guest is on the blocklist.
Why does a colleague not see the “Reservations” menu item? It appears only if the user's role allows access to reservations. Roles are managed by ReGuest support.
As of: 2026-10-30.