Guesthouse Reservation Management Guide
Build a clear workflow for enquiries, availability, confirmations, room assignments, guest details, billing and arrival logistics.
A consistent reservation process helps a small team deliver reliable service even when bookings arrive from several sources.
Capture every enquiry consistently
Record dates, party size, room needs, contact details and source before promising availability.
Confirm against live inventory
Use the shared room calendar and define exactly when inventory is held or confirmed. Avoid relying on a screenshot or yesterday’s sheet.
Prepare guest and arrival details
Collect the information needed for the stay and coordinate airport, ferry or speedboat transfers early enough for the operations team.
Keep charges with the stay
Post agreed room, transfer, activity and other charges to the connected folio so the invoice can be reviewed before departure.
Close and learn
Complete the departure workflow, settle outstanding records and use booking-source, occupancy and ADR reports to improve future decisions.
Frequently asked questions
What is the most important reservation record?
There is no single field; accurate dates, status, room assignment, guest contact and charge information work together.
When should transfers be recorded?
Record them as soon as arrangements are known and update them whenever flight, ferry or speedboat details change.