Overview

You can create a reservation yourself for a walk-in at the desk, a phone call, an email enquiry or a guest who has stayed with you before. It all happens on the New reservation screen: you set the dates, add the rooms, attach the guest, add any extras and settle the payment in one place, and the reservation is confirmed as soon as you create it.

This article walks through each step in order, the payment options at the end, and how the same steps work on the mobile version.

Before you start

Payments have to be active on your property before you can record one or send a payment link. If they are not, create the reservation without a payment and settle it later.
Attach the guest before you pick a card option. Charge a card and Default card both need a guest on the reservation.
Only a guest who is already saved can have a card on file. Create and save a new guest first, then attach the card.
Extras and Payments are both marked optional — you can create the reservation without either of them.

Step-by-step instructions

In the top bar of your admin, click Add reservation. The New reservation screen opens.
Under Select dates of stay, click the check-in day, then the check-out day. Click Search availability.
Under Rooms, choose the Rate plan, then pick a room type from the list of what is available.
Several rooms at once. Use the quantity dropdown on the right of the room type to add several rooms of the same type in one go, instead of adding them one by one.
Set Adults and Children for each room, with each child's age.
Pick a Room number for each room, or leave it on Auto-assign to let Amenitiz choose.
Different dates per room. Each room covers the whole stay by default. To move a room onto its own dates within the stay, change its Stay dates.
A price of your own. To charge something other than the quoted price, type it into Room total.
If an offer applies to the stay, pick it under Promotion. To take a room off the reservation, click Remove room.
Under Guest, type into Search for a guest to attach an existing client file — each result shows the guest's previous stays and when they last stayed, and returning guests are tagged Returning. Click Change to swap the attached guest.
A guest who is not in your list yet. Click New guest and fill in the name and contact details.
Invoicing details. Click Add more details for the address, phone, legal document and tax fields, so the reservation is ready to invoice.
Under Extras, add breakfast, parking, transfers or anything else the guest needs. Choose For all rooms to apply an extra to every room at once, or Per room to set it room by room.
Under Payments you can see the Reservation total, what is already Paid and what is still Outstanding. Under Record a transaction, choose how you want to take the money — the options are listed below — or leave this section empty to create the reservation without a payment.
Under Notes & emails, set the Confirmation language, turn Send confirmation email on or off for this reservation, and add anything your team needs to know in Internal notes.
Click Create reservation at the bottom. The button shows the total you are about to confirm, and the summary on the right reads Ready to create. The reservation is confirmed and appears on your calendar.

Payment options

Under Record a transaction in the Payments section, pick one of these. Enter the Amount, or click All of it to use the full outstanding balance.

Log payment — record money you have already received. Pick the Method: Cash, Check, Bank transfer or Collected by OTA. Add a line for each payment you took.
Payment link — email the guest a secure AmenitizPay link for the amount you enter.
Charge a card — charge a card the guest already has on file, chosen under Saved card, or add a new card here.
Default card — save a new or existing card as the guest's default for future charges.
Scheduled authorizations — authorise the guest's card on the schedule set by the rate plan.
SEPA bank transfer — email the guest your bank transfer instructions.

⚠️ Important

Default card applies across the guest's reservations, not just this one. Payments and pre-authorisations created from then on use it. Payments that were already scheduled keep the card they were created with.

On the mobile version

The same steps work on the mobile version — in a mobile browser and in the Amenitiz app, where the Add reservation button opens it. On a small screen the steps come one at a time instead of all on one page: Continue moves you on, and Open summary shows the running Summary with the Total so far.

FAQs

Can I create a reservation without taking a payment?

Yes. Payments is optional — leave it empty and click Create reservation. The reservation is confirmed with nothing paid, and you can take the money later: see How to manage payments on manual reservations.

The room prices I typed in disappeared. Why?

A price you type into Room total is cleared whenever the dates, the number of guests or the rooms change, and the quoted price comes back. Make those changes first, then set your own prices.

Why didn't the promotion apply to one of my rooms?

A room with a price typed into Room total keeps that price and does not take the promotion. The other rooms are still discounted. Clear the room price if you want the promotion applied to it.

Can I put rooms on different dates in the same reservation?

Yes. Every room covers the whole stay by default, and you can change any room's Stay dates so it covers only part of it. For more on how this looks on your calendar, see How to create a split booking.

Saved card is empty for my guest.

The guest has no card stored yet. You can add a new card in the same step, or store one first — see How to add or delete a guest's credit card. A guest you create here has to be saved before a card can be attached to their file.

I clicked Create reservation and it says the rooms are no longer available.

Someone booked those rooms while you were filling in the details. Refresh the page and pick from the rooms that are still free.

I got a message saying the reservation was created but couldn't be opened.

The reservation exists. Find it in your reservations list and open it from there — do not create it again, or you will end up with two.

Can I ask the guest to accept my terms?

Yes. Notes & emails has a Send T&Cs for acceptance toggle — turn it on before you create the reservation. If you cannot see it, check that your terms are set up: see How to ask guests to accept your terms when creating a manual booking.

How to create a new reservation step by step