Keeping track of who has paid, who is checking in, and who is still just an enquiry is essential for running a smooth front desk. Your NightsBridge calendar uses a handy colour-coded status system so you can see exactly what is happening with every booking at a single glance!
While the system is smart enough to automatically update a booking's status when a payment is made (like turning it Dark Blue when a deposit is paid, or Green when it is fully settled), there are times you might want to manually update a status yourself.
Here is how to quickly change a booking's status:
1. Open the booking details:
Start by clicking directly on the guest's booking right on your calendar to open up the full Booking Details.
2. Pick your new status:
Click the 'Status' drop-down menu and select the right option from the list.
You can easily mark a booking as Checked in (Light Yellow), Checked out (Pale Yellow), or even Unavailable (Light Grey) if you need to block a room for maintenance without affecting your occupancy reports.
3. Save your changes:
Click 'Save' and close the window. You will instantly see the booking's colour update beautifully on your calendar!
You will instantly see the booking's colour update beautifully on your calendar!
A quick tip on Provisional vs. Auto-Expire bookings:
If you have a guest who needs a little time to confirm, you can change their status to Provisional (Pink) to remind yourself to follow up. But if you don't want to risk holding the room forever, you can select 'Reserved with auto expire' (Purple) instead!
Just set your chosen 'Until' date and time. If the guest hasn't confirmed by then, the system will neatly cancel the booking and free up the room for someone else to book. (Just keep in mind that you can't use the auto-expire status if you have already added extra charges to the booking).
Booking colour and the associated status
| Colour | Status | Status Definition |
|---|---|---|
| Light Blue |
Waiting for Deposit |
No payment has been received as yet. This is the default booking status for bookings created on the Online Calendar. |
| Dark Blue |
Confirmed | Some payment (usually the deposit) has been received. The booking status will automatically change from 'Waiting for deposit' to 'Confirmed' when a payment is added. |
|
Pink |
Provisional | The booker still needs to confirm the booking enquiry. A pop-up reminder for a follow-up can be set for a specific date and time. |
| Purple |
Reserved with auto expire | The booker still needs to confirm the booking enquiry. Use this status to set a specific date and time for the booking to automatically cancel. This will free up the availability for another bookings to be accepted. |
|
Green |
Paid | The booking is paid in full. The booking status will automatically change to 'Paid' when full payment is captured and the outstanding balance is zero. |
| Red |
Outstanding account | There is an payment outstanding for the booking. |
| Light Grey |
Unavailable |
When adding a fictitious booking to block a rooms availability for specific dates this status can be applied. This booking status is not included when calculating occupancy. |
| Light Yellow |
Checked in |
Bookings for in-house guests |
| Pale Yellow |
Checked out |
The account is closed and the guest has checked out/departed. |
