Reservations
Manage stays, check-ins and terrain assignments for guests in Tillor
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With reservations you keep track of the stays at your park: who is coming when, on which terrain and with how many guests. From a reservation you also handle check-in and check-out. You see all reservations on a timeline under Reservations and per customer on the Reservations tab. Start with Creating a reservation.
Good to know
- Every reservation belongs to a customer and automatically gets a unique Reservation number. You cannot change that number.
- The check-out date must be after the check-in date. Tillor refuses the same day or earlier.
- A licence plate consists of letters and digits, at most 10 characters, without spaces or hyphens.
- Check-in and cancellation are only possible from the Booked status. Cancelling is no longer possible after check-in.
- A reservation is not the same as an occupation: a reservation is a booking for a stay, an occupation links a customer to a terrain for a period, see Occupations.
- Notes on a reservation are internal and are never shared with the customer.
How does this fit together?
You find the customer's invoices on the customer profile under Invoicing.
The timeline
Go to Reservations in the main menu. The timeline shows the reservations per terrain across a calendar. With the view you choose day, week, month, quarter or year, and you jump to a date with Go to date.
- Click or drag on a free stretch to add a reservation. At the top right there is also New reservation.
- If you drag a reservation to other dates, Tillor asks Update reservation dates? The reservation only changes after you confirm.
- The context menu of a reservation has View reservation, Copy link and Cancel reservation.
Creating a reservation
Before you begin:
- You need a customer. If they do not exist yet, you create them while starting, see Customer management.
- Do you know which terrain the guest wants? Then choose it. Otherwise leave the field empty.
Start the reservation
Click New reservation at the top right. Choose an existing customer or create a new customer.
Fill in the form
See The reservation form below for all fields.
Create the reservation
Click Create reservation.
What happens next?
- The reservation gets the status Booked and a reservation number.
- If Automatic confirmation email is on, the customer receives a confirmation.
- You find the reservation on the timeline and on the customer's Reservations tab.
- If you want an automation to react to a new or changed reservation, use a trigger, see Triggers.
The reservation form
Dates and length of stay
- Check-in: choose the arrival date.
- Check-out: choose the departure date. After the check-in date the check-out picker opens by itself. The departure date must be after the arrival date.
- Number of nights: Tillor calculates this itself.
Numbers and animals
Enter the number of Adults (at least 1), Children, Toddlers and Animals with the plus and minus buttons.
Terrain
- Terrain: choose a terrain if the guest has a preference. The list only shows bookable terrains without an active occupation that are free in the chosen period. Tillor excludes overlapping active reservations on the same terrain. If you change the dates, the list refreshes. No preference? Leave the field empty.
- Include non-bookable sites: also shows terrains that cannot be reserved online, for example permanent annual pitches. If the reservation is already on such a terrain, this box is ticked automatically.
- Include occupied sites: also shows terrains that already have an occupation.
Licence plates
Type a licence plate, press Enter and repeat this for every plate. A cross on a plate removes it. Licence plates may only contain letters and digits, at most 10 characters.
The licence plates on a reservation can be found via search. You arrange access at the barrier separately, on the customer's Access Control tab, see Access control.
Notes
Use the notes field for internal remarks, such as special requests or agreements.
Communication preferences
- Automatic confirmation email: sends a confirmation after creating.
- Online payment: allows the customer to pay the reservation online.
Viewing and editing a reservation
Click a reservation on the timeline or in the customer profile to open the detail page.
- Reservation details (left): the complete form. Change what you want and click Save. With Cancel you restore the original values. Next to the title is Copy reservation link, handy for pasting a clickable link into a document.
- Reservation actions (right): the buttons below.
- Comments (right): internal discussion about this reservation.
- Activity (right): a timeline with creating, check-in, check-out, cancelling, reversing and changed details, with time and user. For a change you see which fields were changed (before / after).
Checking in, checking out and cancelling
On the detail page the actions are under Reservation actions. Every action asks for confirmation.
| Action | Possible when | Result |
|---|---|---|
| Check in | Status Booked | Status Checked in |
| Check out | Status Checked in | Status Checked out |
| Cancel reservation | Only before check-in | Status Cancelled |
| Undo cancellation | Only before check-in | Back to Booked |
| Undo check-in | For a wrong check-in. If the guest was already checked out, first reverse the check-out | Back to Booked |
| Undo check-out | For a wrong check-out | Back to Checked in |
In addition there are Send confirmation form to customer (SMS) and Create task. With the latter you make a task from this reservation.
A cancelled reservation cannot be checked in or checked out. First undo the cancellation.
Problems?
Concepts
- Reservation: a booking for a stay. See reservation.
- Booked, Checked in, Checked out, Cancelled: the four statuses of a reservation.
- Reservation number: the automatic number with which you find a reservation again.
- Occupation: a customer on a terrain for a period, separate from a reservation. See occupation.
- Timeline: the overview of reservations per terrain across a calendar.