Reservation Management

Creating a Reservation

Otelium supports reservations from any source — direct bookings, phone, email, OTAs, or B2B agency portals. The reservation wizard guides staff through property selection, date range, room type, board type, and guest details. Prices are pulled automatically from the active contract and period.

• Real-time room availability across all room types
• Automatic price calculation from contract periods
• Guest profile auto-suggestion for returning visitors
• Multi-currency support with exchange-rate awareness
• Group reservation support with unified billing

Reservation Lifecycle

Every reservation moves through a clear status pipeline that controls which actions are available at each stage.

• Draft — A provisional booking that can be edited or deleted without impact
• Confirmed — The room is blocked and the booking is firm
• Checked In — Guest has arrived; folio is open for charges
• Checked Out — Stay is complete; folio is closed and final payments processed
• Cancelled — Booking is voided; cancellation policy is applied automatically

Room Assignment & Moves

During or after reservation creation, staff can assign a specific clean room. The system shows only rooms that match the reserved type and are in a clean, available state. If a guest needs to move mid-stay, the transfer preserves all folio and payment records.

Folio & Payments

The folio is the running account of every charge and payment during a guest's stay. Room rates are posted automatically each night. Additional charges are added as line items. Payments are recorded with method, amount, currency, and reference.

• Automatic nightly room-rate posting
• Multi-line folio with category tracking
• Partial payments and deposit handling
• Agency billing with automatic transfer to accounts
• Closed folio protection after checkout

Amendments & Cancellations

Date changes, room upgrades, and guest-count adjustments are handled through the amendment workflow. The system recalculates the price difference automatically and preserves a full audit trail. Cancellations apply the contract's cancellation policy to compute any applicable penalty or refund.