How to build a Reservation List for guests arriving, departing, or staying within a specific date range.
Overview
The Reservation List is an interactive report on all reservations due to arrive, depart or stay in-house for the selected date range.
The Reservation List can be generated as a complete Reservation List, Complimentary Reservations only, or Tax Free Reservations, with multiple additional options to customise the included reservations and the reservation information displayed on the report.
The Reservation List will include all reservations with an Arrive, Stayover or Departure Date in the selected date range.
The Complimentary Reservation List will only include reservations with a Rate Type in the Complimentary Use Rate Type Grouping.
The Tax Free Reservation List will only include reservations that have been set to 'GST Free'.
Additional options are available using the More Options button when selecting the report criteria to customise the information shown on the generated report.
Use Cases
- Daily front desk operations - run each morning for the day's date range to see who is arriving, departing, or staying in-house, sorted by Surname.
- Group and event coordination - group by Group Name or Event Name to review every reservation tied to a booking in one list.
- Complimentary and tax-free review - set the Report Type to Complimentary or Tax Free Reservation to audit those reservations before end of month.
Report Options
The report options below control which reservations are included and how the report is grouped, sorted, and displayed. Additional options are available by clicking More Options on the report screen.
| Report Option | Type | Default | Description |
|---|---|---|---|
| Date Range | Date range | This Week | Includes reservations with an Arrive, Stayover or Depart date within the selected range. |
| Report Type | Dropdown | Reservation List |
Selects which reservations are listed:
|
| Group By | Dropdown | No Grouping |
Breaks the report into sections by the selected field:
|
| Sort By | Dropdown | Surname |
Orders reservations within each section:
|
| Include Inactive Category | Checkbox | Off | Includes reservations in Categories that have been marked inactive. |
| Category | Multi-select | All | Limits the report to the selected Categories. |
| Reservation Status | Multi-select | All selected | Limits the report to the selected Reservation Statuses. |
| Booking Source | Multi-select | None (all included) | Limits the report to reservations from the selected Booking Sources. |
| Company | Multi-select | None (all included) | Limits the report to reservations linked to the selected Companies. |
| Travel Agent | Multi-select | None (all included) | Limits the report to reservations linked to the selected Travel Agents. |
| Loyalty Membership Type | Multi-select | None (all included) | Limits the report to guests holding the selected Loyalty Membership Types. |
| Property | Multi-select | All | Enterprise / multi-property databases only. Limits the report to the selected properties. |
| Repeat No | Text | 0 | The Repeat reservation number (if applicable). |
| Specific Area | Text | (blank) | Limits the report to a single specified Area. |
| Area Type Class | Dropdown | All |
Limits the report by Area type:
|
| Reservation Type | Dropdown | Both |
Filters by whether reservations are Long Term:
|
| Turn Down Service | Dropdown | Both |
Filters by a Reservation Spare Data field value (label configured per property):
|
| Revenue | Dropdown | No Revenue Shown |
Adds revenue figures to the report:
|
| Reservation Type (configured) | Multi-select | None (all included) | Limits the report to the selected configured Reservation Types (see note below the table). |
| Market Segment | Multi-select | None (all included) | Limits the report to the selected Market Segments. |
| Rate Type | Multi-select | None (all included) | Limits the report to reservations on the selected Rate Types. |
| User | Multi-select | All | Limits the report to reservations made by the selected Users. |
| Group Records | Dropdown | Do Not Show Group Master Records |
Controls how Group master records appear:
|
| Exclude Departures on from Date | Checkbox | Off | Excludes reservations departing on the range start date. |
| Hide Reservation Notes | Checkbox | Off | Hides the Notes column from the report. |
| Show Regos In Notes | Checkbox | Off | Shows vehicle registration details in the Notes column. |
| Show Area Move Headers | Checkbox | Off | Shows a header line where a reservation moves Area during its stay. |
| Show Turn Down Service In Notes | Checkbox | Off | Shows the Reservation Spare Data field value (label configured per property) in the Notes column. |
| Replace Groupname with Voucher No | Checkbox | Off | Replaces the Group / Event Name column with the reservation Voucher Number. |
| Replace Groupname with Reservation Date Made | Checkbox | Off | Replaces the Group / Event Name column with the date the reservation was made. |
| Show Event Attendees | Checkbox | Off | Includes Event attendee reservations in the list. |
| Show Only Reservations with Company | Checkbox | Off | Limits the report to reservations linked to a Company. |
| Show Pets And Additional Tariff 2 | Checkbox | Off | Shows Pets / Additional Tariff details (label configured per property). |
| Show Only Reservation with an Unassigned Area | Checkbox | Off | Limits the report to reservations that have no Area assigned. |
How to Access
In the side menu of RMS, go to Reports > Daily > Reservation List.
- Select a Date Range.
- Select a Report Type.
(Optional) Select a Group By, Sort By, Category, Reservation Status, Booking Source, Company, Travel Agent or Loyalty Membership Number.
(Optional) Select More Options for additional settings. - Select Build.
Report Columns
The table below outlines the standard columns you can expect to see in the report, along with a description of each.
Depending on selections made on the report build screen, some columns may not display.
| Column | Description |
| Res No | The Reservation Number. Selecting the number opens the reservation directly from the report. |
| Group / Event Name | The Group Name or Event Name attached to the reservation, if the reservation is part of a Group or Event. Blank for standalone reservations. |
| Surname | The Surname of the Primary Guest on the reservation, taken from the Guest Profile. |
| Given | The Given Name of the Primary Guest on the reservation, taken from the Guest Profile. |
| Loyalty Membership Type | The Loyalty Membership Type held by the Primary Guest, where the guest holds a Loyalty Membership recorded on their Guest Profile. |
| Area | The Area selected on the reservation. |
| Arrive | The Arrive Date and time on the reservation. |
| Depart | The Depart Date and time on the reservation. |
| Night | The number of nights between the Arrive Date and the Depart Date. |
| Status | The current Reservation Status (for example, Quote, Unconfirmed, Confirmed, Arrived, Departed, Cancelled). |
| People | The number of guests on the reservation, shown as a count plus guest type code (for example, 2A for two Adults, 1C for one Child). |
| Notes | The reservation Notes. Additional columns can be added or replaced using the options in More Options when building the report. |
Grouping and Sorting
The Group By option controls how the rows on the generated report are broken into sections. The default is No Grouping, which lists all reservations in a single block.
The Sort By option controls the order of reservations within each section. The default is Surname, which sorts alphabetically by the Primary Guest's Surname.
Related Reports
- Arrivals List - reservations arriving within a date range.
- Departure List - reservations departing within a date range.
- Current Guest List Report - guests currently in-house.
- Cancellation List Report - reservations cancelled within a date range.
Related Articles
Comments
0 comments
Please sign in to leave a comment.