This article explains how to add an Admin booking. You would use this option to add a booking, if
- a customer contacted you directly and wanted to book
- you need to block off dates for any reason
Please have a look at this help centre before starting (if you are new to SuperControl or want to check your current workflow).
It contains considerations that should be looked at before adding an Admin booking.
There are three ways to add an Admin booking in Supercontrol. This article is using the Bookings > Add booking menu option.
For more information about the other options, please see this help centre article.
1) In SuperControl go to Bookings > Add bookings
2) Click the calendar icon > select the property > Go.
3) A calendar will open > select the arrival date
4)
a) You can block one, or multiple weeks.
b) You can select the number of nights.
When you select to add a booking for several weeks, a button labeled Block will appear.
You will be asked to confirm that you want to block the selected weeks.
Please note:
If you block weeks, the prices will be zero'ed.
If you select the number of nights that system will calculate the correct price.
5) When you select to close the property for the dates, e.g. for maintenance, the rental and discount fields will be greyed out.
You only need to add something for surname in guest detail section and can then save the booking.
6) You can choose to prevent the booking being moved to a different property, by clicking this option.
7) Enter the details for arrival and departure times and add any accompanying notes.
8) Add the number of adults and children.
Please note:
Any infants need to be added to the booking after it has been created.
9) Select, if the booking should be still Provisional or already Confirmed.
Depending on the selection auto emails will be triggered, if they have been set up to use the criteria of booking status.
10) When choosing number of nights you can either use the full rate provided by the system, or enter a different amount.
For bookings where the number of weeks were selected, you need to add an amount as the field will be £0.00
11) Should you want to add any discount, you can add it in this section.
12) Agent's commission
This should normally not apply to an Admin booking, as they are used for channel commissions, uplifts etc.
Though, should you receive the booking from a real life travel agent, and have worked with them before, you might already have an agent set up from them in order to calculate their commission.
In this case you would select them in the drop down field showing No agent commission in the screenshot below.
13) Refundable deposit / security deposit.
The settings is pulling in the options that have been chosen for the property in the properties settings.
Though, if required, they can be changed here.
14) By default no booking extras are showing when adding an Admin booking.
When you tick the box to show them, you will be prompted to confirm that you want to proceed with the change (which isn't really a change).
All booking extras that have been set up are displayed. Regardless, if they have been associated with the property in the booking or not.
This provides the option to choose from all existing booking extras.
If it is enough to see just the booking extras associated to the used property, untick the box again and confirm the change.
Please note:
If you only want to see associated booking extras, please make sure you untick the box again, before making any changes.
They will be wiped when acknowledging the change of the shown booking extras.
The total rent is calculated automatically according to the options selected above. This field can't be changed manually.
15) Add an Agency fee, if required.
16) The agency commission is automatically calculated according to the options chosen in the owner settings.
Here the commission is 10%. (£100 of the full rate £1000)
17) If you want to add a voucher to the booking, you can select it by clicking the button Select voucher.
Select the voucher in the pop-up and the amount will be deducted.
18) You can either enter the values for deposit, interim payment (should you allow them) and balance. Or tick the box to have the values for deposit and balance calculated by the system.
The due date for the balance is also showing.
19) Enter the guest details.
Please note:
If you have selected to close the property, you only need to add something for surname in the guest detail section and can then save the booking.
Please note:
If you are going to collect card details from the guest as well, make sure that the name and address added to the booking are the same as they are on the card.
If this is not the case, you will be able to add the card, but you will NOT be able to process any payments.
20) Comments
Should you need to record any special requirements, e.g. extra blankets etc. or any other information in connection with this booking, you can use the Comments box for it..
21) If you are using the rating function, you can select the rating for the drop down menu.
22) If you have set up sources, you can select the relevant from the drop down menu.
This can be an important option, in order to keep track on where your guests are finding you.
For more information about the creation of booking sources, please see this help centre article.
The information that can be added on the right hand side of the page is not necessarily compulsory, depending on the settings, and you might not use any or all of these options.
In the reference section you can add your own booking references and/or guest (customer) references.
Your booking reference:
If you need to use another booking reference other than just the booking number provided by the system, you can add it in this field.
Your customer reference:
If you are using an external customer (guest) database, you can add the customer's (guest's) reference number in this field.
In the booking you will find these references in the Your reference tab.
23) At least one website will be used for your site ID. Which enables the usage of the calendar widget to show the availability of your properties.
The website set up in your account in connection with your site ID will be showing in the drop-down.
Why use this feature?
You can use this feature to record guests that have been looking at your website, but didn't book directly on it.
This way you have the means to still have accurate figures, as to how many people have been coming via your website.
Using the Source feature would also be an option, but technically the booking wasn't made via the website. The guest contacted you directly. Using Website association provides the means for more accurate reporting.
24) Add any information you want to go to the housekeeper in this field, e.g. how the beds are to be made up, extra linen etc.
In the booking the entry can be found here:
25) If you have set up custom fields the guest is required to enter, these will need to be added manually to an Admin booking. Should you forget to enter them, you will see a pop-up reminding you to do so when you are trying to save the booking.
In the booking you can check and amend the selected options here:
26) Before clicking Save, choose, if you want to send a booking confirmation to the guest (which would be the norm).
Please note:
You can go to either to a printable version of the booking summary or you can choose to add more dates or properties to this booking.
The default option is Add more dates or properties to this booking.
When you click Save you ar forwarded directly to the booking. There you would then be adding more dates or properties to the booking.
This is the page you are send to when choosing to view the printable version of the booking summary and then click Save.
