Help CentreUsing SuperControl Managing BookingsSearching for, Amending, Tracking & Managing Bookings

Searching for, Amending, Tracking & Managing Bookings

How can I search for Bookings?

1. Go to Bookings > Search bookings. You'll see it's possible to search bookings by a whole list of categories. You might, for example, search by surname, booking number, or post code.

2. You can also refine the search by dates:

3. When you are happy with the search criteria, press "Search".

Notice from here you can place a "New booking". This is useful if you are searching for a guest that has stayed previously and you want to make a repeat booking.    

4. When you have collated your results, it's possible to export all the information to Excel.  Press "CSV" next to the Search button.  

Set Advanced Filters

1. You can customise the report to suit your needs by clicking on the Show Advanced filters button. 

2. If you tick the boxes next to "Include search fields", you can customise what search fields will show up on the dropdown menu. You can also customise which CSV fields (which columns) to include in your Excel report.

3. You can also choose whether to include the custom questions you created for your bookings and enquiries by clicking on the Settings button at the top right.

How do you allocate booking extras onto a booking?

1. First you need to navigate to the booking.

2. If you know the booking number, click on the Search button on the top right of the SuperControl pages and enter your booking number. 

You can also go to Bookings > Grid view. Once you load your grid you can click on the booking to take you into the main area for that booking OR you can go to Bookings > Search bookings and use the filter options to find your booking.

3. Once you’re in the booking, click ‘Edit’, then click on ‘Booking Extras’. Here you can select or remove any options from the booking by amending the quantity. Then click ‘Save’.

How do I add a custom booking extra to a booking?

1. First you need to navigate to the booking. 

2. If you know the booking number, click on the Search button on the top right of the SuperControl pages and enter your booking number. 

Custom booking extras are only assigned to the booking in which they are added. If you offer them all the time you should add them as a main booking extra.

1. First you need to navigate to the booking. 

2. If you know the booking number, click on the Search button on the top right of the SuperControl pages and enter your booking number. 

Or you can go to Bookings > Grid view. When your grid has loaded click on the booking to take you into the main area for that booking OR go to Bookings > Search bookings and use the filter options to find your booking.

3. Click “Edit” and then go to “Bookings Extras”.

4. Scroll down to “Custom extras”, enter your custom booking extra name, price and quantity then click “Save”.

5. To add multiple custom booking extras, click “Add” and it will create additional fields.

How can I add additional dates/properties to a single booking?

1. First you need to navigate to the booking.

2. If you know the booking number, click on the Search button on the top right of the SuperControl pages and enter your booking number.

You can also go to Bookings > Grid view. Once you load your grid you can click on the booking to take you into the main area for that booking OR you can go to Bookings > Search bookings and use the filter options to find your booking.

3. Once you’re in the booking, click ‘Add dates’. You can enter a different arrival date if necessary. If you require the same dates and a different property to be added, select the correct property from the drop-down list, update any pricing or options if required then click ‘Save’.

4. The booking will then appear with an extra date tab.

How do I delete additional dates/properties from a booking?

1. First you need to navigate to the booking. 

2. If you know the booking number, click on the Search button on the top right of the SuperControl pages and enter your booking number. 

Or you can go to Bookings > Grid view. When your grid has loaded click on the booking to take you into the main area for that booking. OR go to Bookings > Search bookings and use the filter options to find your booking.

3. Highlight the property/dates you want to remove and click “Remove Property”.

4. Check the following tick boxes to ensure everything cancels as you would like and click “Cancel property”.

5. You will now see the property/dates are displayed as deleted.

How do I move a booking to a different date or property?

1. To move a booking to a different property or to change the dates of the booking, go to Bookings > Grid view.

2. Click on the booking you wish to move. Then, select the property or dates you want to move the booking to and click Move.

3. The page will refresh and your booking will now display in its new location.

You can also move the date and property on a booking by navigating into the main booking screen and clicking “Edit”. This screen allows you to edit the dates, property, prices etc.

N.B. Ensure that 'Update Customer Prices (on change)' and 'Update owner prices (on change) are un-ticked  if you are moving a booking to a different set of dates and/or property, and wish the current prices in the booking to remain the same. 

How do I create a customer rating?

Tip: Assign a rating to a guest  for instance Excellent or Blacklisted. This means the next time a guest books who has previously had a rating allocated to them it will flag up to you.  For example, someone you would prefer not to stay again can be set to Blacklisted, so if they book again you can choose whether to allow the booking or not.

1. Go to Bookings > Customer ratings

2. Type in your Rating name such as Excellent, Blacklist, COVID-19, then click Add New.

How do I add a customer rating to a booking?

1. Navigate to the booking.

2. If you know the booking number you can enter this in the booking number search in the top right of the SuperControl pages.

You can also go to Bookings > Grid view. Once you load your grid you can click on the booking to take you into the main area for that booking OR you can go to Bookings > Search bookings and use the filter options to find your booking.

3. Ensure you have rating set-up then within the booking click on ‘Rating’, select your rating and ‘Save’.

If a rating has been entered for a particular guest/booking then it will highlight as a warning message at the top of the booking and any subsequent bookings for the same guest. This way you can clearly see when a rating has been allocated.

Blacklisting customers

If you add a customer rating called "blacklist" then this is treated specially.  When a booking is created with this rating a warning is shown in the booking.  We can't block blacklisted customers, but this alert will help warn you or your team of past issues.

How do I tag or track particular Bookings?

You can use the Customer Ratings function to tag particular bookings, such as bookings where the date has been modified or where a refund has been issued. The video below explains how to do this.

We have added a function in Bookings > Search bookings allowing you to search only bookings with a specific rating. The filter results will now show all bookings with this rating, so you can pull up a list of all bookings that you have modified, so long as that rating was applied to them.

A list of all your cancelled bookings can be found under Bookings- Cancelled Bookings. 

How do I add a reminder to a Booking?

Tip: If you need to remind yourself to do something important on a booking, then set a reminder to flag up when you login to SuperControl.

1. First you need to navigate to the booking.

2. If you know the booking number, click on the Search button on the top right of the SuperControl pages and enter your booking number.

You can also go to Bookings > Grid view. Once you load your grid you can click on the booking to take you into the main area for that booking OR you can go to Bookings > Search bookings and use the filter options to find your booking.

3. Once you’re in the booking, click ‘Add reminder’. Enter the reminder, then schedule the days you would like to be alerted. Click ‘Save’.

4. This means when you login to SuperControl or access the booking, the reminder will flash up and alert you until you mark the reminder as complete.

How can I add notes to a booking?

There are 4 different sections to add notes in a booking:

1. Notes about the customer for internal use only.

2. Notes displaying to the customer.

3. Notes within the History & correspondence about the booking, for internal use only.

4. Housekeeping notes, for internal use only. 

How do I add notes to a booking about the customer, for internal use only?

This is for internal use only so the guest will not see these.

1. First you need to navigate to the booking.

2. If you know the booking number, click on the Search button on the top right of the SuperControl pages and enter your booking number. 

You can also go to Bookings > Grid view. Once your grid has loaded, click on the booking to take you into the main area for that booking. Or, you can go to Bookings > Search bookings and use the filter options to find your booking.

3. Click on “Customer notes”, enter your note and click Add note.

How do I add notes to the History & Correspondence of a booking, for internal use only?

This is for internal use only so the guest will not see these.

1. First you need to navigate to the booking.

2. If you know the booking number, click on the Search button on the top right of the SuperControl pages and enter your booking number. 

You can also go to Bookings > Grid view. Once you load your grid you can click on the booking to take you into the main area for that booking OR you can go to Bookings > Search bookings and use the filter options to find your booking.

3. Once you’re in the booking, scroll down and select ‘Add notes or files’.

4. Type in your note or upload a file and click ‘Save’. The notes will then appear in History & Correspondence. This is for internal use to pass on notes to other colleagues or as a reminder to yours

How do I add customer notes that display to the guest?

These notes will display to the guest. Anything you do not want the guest to see should be added using the above methods.

1. First you need to navigate to the booking.

2. If you know the booking number you can enter this in the booking number search in the top right of the SuperControl pages.

You can also go to Bookings > Grid view. Once your grid has loaded, click on the booking to take you into the main area for that booking. Or, you can go to Bookings > Search bookings and use the filter options to find your booking.

3. Enter text in the “Comments” box and click Save. This text will appear to the guest within their booking summary email that you can send.

Example of text displaying on a booking summary email:

How do I add my booking sources?

If you are creating an admin booking you can select a Source before you click Save on the booking.

How can I report on Booking sources?

There are certain things you can do to ensure you get the correct information from your guests with regards to Booking sources. Setting up Booking sources means you can find out where your bookings are coming from, so you can analyse your marketing spend to make sure you are getting best value for money.

Once you have set up your Booking sources, you can compare the effectiveness of your sources if you go to Statistics > Customer booking sources.

Click on the name of the source to see a breakdown of the bookings associated with that source.  

How do you allocate a booking source to a booking?

1. First you need to navigate to the booking.

2. If you know the booking number, click on the Search button on the top right of the SuperControl pages and enter your booking number.

You can also go to Bookings > Grid view. Once you load your grid you can click on the booking to take you into the main area for that booking OR you can go to Bookings > Search bookings and use the filter options to find your booking.

3. Once you’re in the booking, click ‘Website & Source’. Then add your source from your drop-down menu and click ‘Save’.

To create a new source click here

How do I add/edit the clean status on a booking?

Please note you can only assign a clean status if you have a housekeeper allocated and ‘Clean’ status set to ‘Show’ within the housekeeper edit page. Click here to see how to add a housekeeper.

1. First you need to navigate to the booking.

2. If you know the booking number, click on the Search button on the top right of the SuperControl pages and enter your booking number. 

You can also go to Bookings > Grid view. Once you load your grid you can click on the booking to take you into the main area for that booking OR you can go to Bookings > Search bookings and use the filter options to find your booking.

3. Once you’re in the booking, click ‘Edit’. Select the ‘Clean’ status and ‘Save’.

4. Now you can easily view which properties have been cleaned and not cleaned by going to Properties > Edit.

I have multiple bookings for the same guest. If I update the name on one booking why does it change all other bookings?

If you have multiple bookings for the same guest and each booking contains the same guest information, you will find that changing the details on one booking will automatically update all other bookings for that guest as well.

If this is not what you want then follow the steps below.

1. Multiple bookings for the same guest creates a link meaning all the bookings are linked by the guest name.

2. If you wish to only update the contact details for one booking then navigate to your chosen booking and click "Add new customer".

3. Now you can create a new customer record and Save.

This will assign your new customer to your booking and leave the other bookings as they are.