The New Reservation workflow allows you to create reservations for new or returning guests, collect payment information, add products and services, and either create the reservation or save it as a quote.

Use this article to

• Create a reservation from the Reservation Dashboard
• Book a reservation for a new or returning guest
• Confirm the reservation or save it as a quote
  
  

This article covers creating a reservation from the Reservation Dashboard, which is the standard workflow for most reservations.

Other Reservation Workflows

Some reservation types follow specialized workflows and are covered in separate articles.

From the Reservation Dashboard, click New Reservation.

Step 1: Search for a Room

Search for available rooms for the guests desired stay dates.

Enter the following information:

• Check-In Date
• Check-Out Date
• Number of Adults
• Number of Children
• Rate Plan

Click Find Room.

Choosing a Rate Plan

The default rate plan is configured in Inventory > Rates Grid. This is typically your property's standard Rack Rate or Nightly Rate.

If needed, select a different rate plan from the Rate Plan drop-down before searching for availability.

Promo Code Rate Plans

If your property uses promotional rate plans, select Promo Code and enter the applicable promo code before searching for available rooms. Promo Codes are commonly used for promotional offers, corporate discounts, seasonal campaigns, or marketing initiatives.

For information about creating and managing Promo Code rate plans, see Promo Codes.

Using Manual Override

Use Manual Override only when you need to offer a one-time custom rate. If the same pricing will be used repeatedly, consider creating a dedicated rate plan instead.   Select Manual Override from the Rate Plan list, then enter the desired room rate in the Rate Amount field before clicking Find Room.

Booking Multiple Rooms

If the guest needs more than one room, select Add Room before searching.

Each room can have:

• A different room type
• Different occupants
• Different stay details (where applicable)

All rooms remain linked under a single reservation and confirmation number.

If a guest is changing rooms during their stay, select Split Room Reservation. This creates a reservation where the guest occupies different rooms for different portions of the stay. innRoad automatically ensures the stay dates for each room are contiguous and do not overlap.

For complete instructions, see Creating a Multi-Room Reservation.

Click Find Room to display available rooms.

Step 2: Select a Room

After clicking Find Room, innRoad displays all room classes that match your search criteria. innRoad returns only room classes that can accommodate the number of adults and children entered during the room search.

If no rooms are available on the specified dates, the room class is still displayed. Users with the appropriate permissions can create an overbooking when necessary.

Review the Available Rooms

Each available room displays information to help you choose the best option for your guest.

Room Assignment Options

By default, innRoad selects an available room number for the reservation.  If you don't want to assign a specific room yet, select Unassigned Room from the Room drop-down.

Tip: Using Unassigned Room allows you to decide on the room assignment later. Before the guest checks in, be sure to assign a room to avoid operational issues.

Overbooking

Room classes with no remaining availability are still displayed.  This enables authorized users to accept reservations even when inventory has been fully allocated.  You will receive a warning if you try and overbook a room class to confirm the action before you proceed.

Note: The ability to create an overbooked reservation is controlled by your user permissions.

View Room Details

Click a room class to expand it and view:

• Room class description
• Nightly room rate for each stay date
  
  

Review the Trip Summary

Click Select to choose a room.

The reservation moves to the next stage and the Trip Summary is updated automatically.

innRoad calculates:

• Room charges
• Applicable taxes
• Fees
• Total stay cost

Review the Trip Summary to verify the reservation details before continuing.

If everything looks correct, click Next to continue to Guest Details.

Step 3: Reservation Status and Guest Information

After selecting a room, select the desired reservation status and enter guest information

Reservation Status

Before entering the guest information, select the Reservation Status.

Available statuses can be defined by each property as they see fit.  Here is a summary of how these statuses are often used.

Note: Reservation statuses are commonly used differently by each property to support their own operational workflows. With the exception of Guaranteed, changing the status does not change reservation behavior.

Guest Information

You can either:

• Create a new guest profile.
• Select an existing guest profile.
• Add additional guests to the reservation.
• Associate the reservation with an existing account.
  
  

Create a New Guest Profile

If the guest has never stayed at your property before, create a new guest profile.  Under Guest Profile, click Create Guest.

By default, innRoad creates a new Guest Profile when you save the reservation.

Clear Create Guest Profile if you want to save the guest's contact information with the reservation without creating a new Guest Profile.

Note: The fields displayed when creating or editing a Guest Profile depend on your property's configuration. Property administrators can use Setup > Field Configuration to enable or disable standard guest fields and create custom guest fields.

Contact Information

Enter the guest's contact information, including email address and phone number.  This information is used for future reservations, guest communications, and reservation-related correspondence.

Note: Automated guest emails are sent only to the primary guest's email address.

Mailing Address

Enter the guest's mailing address.

You can either:

• Search for the address using the Address Lookup tool.
• Enter the address manually.

Note: Required and optional guest fields are configured in Setup > Field Configuration. Depending on your property's configuration, some fields shown in this article may not be required.

Select an Existing Guest

If the guest already has a Guest Profile:

1. Begin typing the guest's name.
2. Select the correct profile from the search results.

innRoad asks whether you'd like to copy the guest information stored in the guest profile into the reservation

Tip: Selecting an existing Guest Profile helps prevent duplicate guest records and preserves the guest's stay history.

By default, changes made to the guest's contact information are also saved to the linked Guest Profile.

Clear Create Guest Profile if you want to keep the reservation linked to the existing Guest Profile without updating the profile. This allows you to use different contact information for a single reservation while preserving the guest's permanent profile.

Example: A returning guest wants reservation confirmations sent to a different email address for this stay. Clear Create Guest Profile to use the alternate email on the reservation without changing the email address stored in the Guest Profile.

Add Additional Guests

If more than one guest will be staying in the room, click Add More Guests to add additional occupants. Additional guests become part of the reservation and can be referenced throughout the guest's stay.

Note: Additional guests are associated with the reservation, while the primary guest remains the main contact for the booking.

Do Not Rent Warnings

If you select a Guest Profile that has been marked as Do Not Rent, innRoad displays a warning to alert staff that the guest has previously been identified as someone who should not be rented to.

You can still proceed with creating the reservation.

When creating a new guest, innRoad also checks the email address and phone number entered. If either matches a Guest Profile marked as Do Not Rent, a warning is displayed beneath the matching field.

Associate an Account

If the reservation should be billed to or associated with an existing Corporate or Group Account, use the Account Info field to specify the desired account within the Guest Profile window.

This links the reservation to the appropriate account while retaining the individual guest information.

Learn More: Corporate and Group Accounts are covered in a separate article.

Step 4: Vehicle & Additional Information

After entering the guest information, you can optionally record vehicle details and any additional reservation information configured for your property.

Vehicle Information

If enabled, use the Vehicle Information section to record details about the guest's vehicle, such as the make, model, color, license plate number, and issuing state or province.

Vehicle information is optional and is commonly used by properties that manage on-site parking or need to identify guest vehicles.

Additional Information

If your property has configured Custom Reservation Fields, an Additional Information section appears after the Vehicle Information section.

Use these fields to capture reservation-specific information unique to your property's operational needs. 

These fields allow your property to collect reservation-specific information that is unique to your operation.

The fields displayed in this section vary by property. Property administrators can enable standard reservation fields, hide unused sections, and create custom guest and reservation fields in Setup > Field Configuration.

Then click Next to continue to Payment & Billing.

Step 5: Payment & Billing

Use the Payment & Billing step to specify how the reservation will be paid and, if required, collect a deposit.

Most reservations can be created without entering a payment method. However, if your property requires a deposit before a reservation can be guaranteed, a valid payment method must be entered and the required deposit collected.

Select a Default Payment Method

Choose the payment method that will be used as the default payment method for the reservation.

Supported payment methods may include:

Note: The payment methods available depend on your property's configuration and whether the reservation is linked to a Corporate or Group Account.

If your property has electronic payment processing enabled, innRoad securely processes credit card transactions. Otherwise, payment information is stored for recordkeeping, but credit cards are not charged automatically.

If electronic payment processing is not configured, card information and payment transactions are recorded in innRoad, but payments are not processed electronically.

Guest Profile Payment Methods

When a reservation is linked to an existing Guest Profile, innRoad asks whether you'd like to copy the Guest Profile information to the reservation.

Guaranteed Reservations & Deposits

If your property enables Deposit is required to save Guaranteed reservation, users must:

• Select a payment method.
• Collect the required deposit.
• Save the reservation with a Guaranteed status.
  
  

Otherwise, reservations can be created without a payment method and guaranteed later.

Default Payment Method

The payment method selected during reservation creation becomes the reservation's default payment method.

After the reservation is created, additional payment methods can be assigned to individual folios as needed.

Learn More: Managing multiple payment methods is covered in the Folio Overview article.

Tax Exemption

If the reservation qualifies for tax exemption, you can remove applicable taxes before creating the reservation.

To mark a reservation as tax exempt:

1. Select Tax Exempt.
2. Enter the Tax Exempt ID.

innRoad removes applicable taxes from the reservation based on your property's tax configuration.

Learn More: Tax Exemptions

Step 6: Marketing Details

Use the Marketing Details section to record how the guest found your property and any marketing information associated with the reservation.

This information helps your property measure marketing performance and understand where reservations originate.

Step 7: Add-ons & Incidentals

Use this step to add products and services to the reservation before the guest arrives.

Examples include:

• Breakfast packages
• Parking
• Pet fees
• Resort fees (if configured as add-ons)
• Equipment rentals
• Other property-specific services
  
  

Click Add Add-on or Add Incidental, select the appropriate item, and specify the quantity when applicable.

Step 8: Tasks

Create tasks to remind staff of actions that should be completed before, during, or after the guest's stay.

Examples include:

• Arrange airport transportation.
• Prepare a crib or rollaway bed.
• Deliver welcome amenities.
• Contact the guest before arrival.
  
  

Tasks remain associated with the reservation until they are completed or removed 

Step 9: Notes

Add notes to record important information about the reservation.

Examples include:

• Special requests
• Arrival instructions
• Accessibility requirements
• Internal staff communication
  
  

Reservation notes are available throughout the guest lifecycle and can also be viewed from the Notes Report. 

Step 10: Review Trip Summary

Before creating the reservation, review the Trip Summary to verify all reservation details.

The Trip Summary displays:

• Room charges
• Package charges
• Taxes
• Fees
• Deposits
• Total reservation cost
  
  

Unlike the room search results, the Trip Summary includes the complete cost of the reservation, including applicable taxes and fees.

Review the reservation carefully before continuing.

Deposit Override

If necessary, you can override the calculated deposit amount before saving the reservation.

Book the Reservation

After reviewing the reservation, choose one of the following options:

Note: Quotes do not reserve inventory until they are converted into reservations.

Confirmation Emails

When a reservation is created, innRoad can automatically send a confirmation email to the guest.

Note: Confirmation emails are sent only if a confirmation email template is configured for the selected Reservation Status.

Related Articles

• Multi-Room Reservations
• Reservation Statuses
• Quotes
• Folio Overview
• Guest Profiles
• Group Reservations
• Corporate Accounts
• Reservation Dashboard