Create a Reservation

Quick Setup

Most reservations take 2-3 minutes. Have guest name, dates, and room type ready before starting.

Create new reservations directly in AVA when you need to add walk-ins, phone bookings, or reservations that didn't come through your normal channels.

Go to: Operations View

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Quick Reference

Field	Required	Notes
First Name	✓ Yes	Guest's first name
Last Name	✓ Yes	Guest's last name
Check-in Date	✓ Yes	Format: YYYY-MM-DD
Check-out Date	✓ Yes	Format: YYYY-MM-DD
Room Type	✓ Yes	Select from dropdown
Nationality/Country	✓ Yes	Searchable list, defaults to hotel country when available
Adults	No	Defaults to 1
Children	No	Defaults to 0
Email	Depends	Required for Cloudbeds
Phone Number	No	Guest phone number

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Create a Reservation

1. Go to Operations View.

2. Click Create Reservation.

3. Enter the stay details:

   • Check-in date
   • Check-out date
   • Room type
   • Adults and Children
   • OTA Number (optional)

4. Enter the guest details:

   • First Name (required)
   • Last Name (required)
   • Email (required for Cloudbeds, recommended for all PMSs)
   • Phone Number (optional but recommended for communications)
   • Nationality/Country (required for government compliance)
     • Start typing to search, then select a result (or press Enter to pick the top match).

5. Click Create Reservation

   ✓ The reservation appears in your reservation list.

What is “OTA Number”?

Use OTA Number to store an external booking reference (for example, from Booking.com or Expedia). Leave it blank for direct bookings.

AVA PMS only

You can search and select an existing guest while you type.

Nationality/Country search

Start typing in Nationality/Country to filter the list. If your hotel country is set, it pre-fills the field.

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After Creating a Reservation

Once you successfully create a reservation, you'll see a confirmation prompt with the option to immediately assign a room.

You can:

• Click Assign Room to immediately select a specific room for the guest
• Click Skip for Now to assign a room later

Reservation Refresh Before Room Assignment

When you click Assign Room, AVA refreshes the reservation before the room list opens. This can take up to 30 seconds if your PMS is slow.

Assigning a Room Immediately

When you click Assign Room, the Room Assignment Modal opens showing:

• Available rooms filtered by the reservation's room type
• Room status badges (Clean, Vacant, etc.)
• Option to search by room number
• A refreshed reservation snapshot from your PMS

Room Swap Detection

If you select a room that's already assigned to another guest, the system will prompt you to confirm the room swap. The previous guest will automatically be unassigned from that room.

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Use an Existing Guest Profile (AVA PMS Only)

If your property uses AVA as its PMS, you can search for and select existing guest profiles to auto-fill guest details.

Search for an Existing Guest

1. Start typing in the First Name, Last Name, or Email field

2. Type at least two characters to trigger the search

3. Wait for the suggestion dropdown to appear

4. Select a guest from the list

   ✓ Guest details (name, email, phone, nationality) auto-fill from the profile.

5. Verify the details and adjust if needed

6. Complete the stay details and click Create Reservation

Guest Profile Benefits

Selecting an existing guest profile:

• Saves time on data entry
• Ensures consistent guest information
• Links the reservation to the guest's history

When Suggestions Don't Appear

If the dropdown doesn't show:

• Confirm your PMS is AVA (this feature is AVA-only)
• Type at least two characters
• Wait 2-3 seconds for results to load
• Check your internet connection

If the guest isn't found, continue entering details manually. A new guest profile will be created.

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Field Details

Stay Details

Field	Description	Validation
Check-in Date	Guest arrival date	Must be YYYY-MM-DD format
Check-out Date	Guest departure date	Must be after check-in date
Room Type	Type of room to book	Must select from dropdown
Adults	Number of adult guests	Minimum 1, defaults to 1
Children	Number of child guests	Minimum 0, defaults to 0

Guest Details

Field	Description	Validation
First Name	Guest's given name	Required, minimum 1 character
Last Name	Guest's family name	Required, minimum 1 character
Email	Contact email	Valid email format
Phone Number	Contact phone	Any format accepted
Nationality/Country	Guest's nationality	Searchable list, defaults to hotel country when available
Gender	Guest gender	Optional: Male, Female, Other

Optional Fields

Field	Description	When to Use
Payment Method	How guest will pay	For tracking payment types
OTA Number	External booking reference	When reservation originated from an OTA
Source	Booking source	For tracking where bookings come from

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PMS-Specific Behavior

Cloudbeds

• Reservations include your property's source ID
• Email is required to create a reservation
• Email confirmation is sent automatically to the guest
• Payment method is recorded if provided

Opera

• Basic reservation creation is supported
• Some advanced fields may not sync

Mews

• Full integration with Mews reservations
• Guest profiles sync automatically

eZee

• Reservations create in eZee Frontdesk
• Standard fields are supported

AVA

• Guest search and selection available
• Links to existing guest profiles when selected
• Full guest history maintained

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Troubleshooting

"First name and last name are required"

What you see: Form validation error when saving.

Fix:

1. Enter both First Name and Last Name
2. Remove leading/trailing spaces
3. Click Create Reservation again

"Please fill all required fields" (Cloudbeds email missing)

What you see: You filled name, dates, room type, and nationality, but the form still will not save.

Fix:

1. Enter a guest Email
2. Click Create Reservation again

"Check-in and check-out dates are required"

What you see: Form validation error about missing dates.

Fix:

1. Select both Check-in Date and Check-out Date
2. Ensure check-out is after check-in
3. Use the date picker or enter in YYYY-MM-DD format

"Nationality/Country is required"

What you see: The form will not save without nationality.

Fix:

1. Open the Nationality/Country dropdown
2. Start typing to filter the list
3. Select the guest's country
4. Click Create Reservation again

Compliance Requirement

Many countries require guest nationality for government reporting (e.g., Thailand TM30). This field cannot be skipped.

"No countries found"

What you see: "No countries found" in the Nationality/Country list.

Fix:

1. Clear the search text
2. Type at least 2 letters of the country name
3. Select the correct country from the filtered list

No guest suggestions appear (AVA)

What you see: No dropdown appears while typing in name/email fields.

Check:

• Your PMS is AVA (feature is AVA-only)
• You typed at least two characters
• You waited a few seconds for results

Fix:

1. Type more characters to narrow the search
2. Check your internet connection
3. Continue manually if the guest is new

Room type dropdown is empty

What you see: No room types available to select.

Fix:

1. Verify your PMS connection in Settings → PMS Integration
2. Ensure room types are configured in your PMS
3. Click Refresh and try again
4. Contact support if room types still don't appear

Reservation doesn't appear after saving

What you see: Success message shows but reservation is missing from list.

Fix:

1. Click Refresh in the Operations View toolbar
2. Check the date filter matches the reservation dates
3. Search by guest name or confirmation number
4. Verify the reservation in your PMS directly

"Unable to refresh reservation details"

What you see: Warning message: "Unable to refresh reservation details. Using the latest available data."

Fix:

1. Wait up to 30 seconds for the room list to open
2. Continue assigning the room if the modal appears
3. Click Refresh in the toolbar after assigning the room

"PMS configuration is inactive"

What you see: Error message about PMS configuration.

Fix:

1. Go to Settings → PMS Integration
2. Verify your PMS is connected and active
3. Re-enter credentials if the connection expired
4. Contact support if the issue persists

Dates showing in wrong format

What you see: Date fields reject your input.

Fix:

• Use the date picker instead of typing
• If typing, use YYYY-MM-DD format (e.g., 2025-03-15)
• Avoid formats like MM/DD/YYYY or DD-MM-YYYY

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Best Practices

For Walk-In Guests

1. Collect ID and verify guest information before creating
2. Select the correct room type based on availability
3. Enter email and phone for sending confirmations
4. Add any special requests to reservation notes after creation

For Phone Bookings

1. Verify guest name spelling while on the call
2. Confirm dates and room type
3. Capture email for sending confirmation
4. Read back the details before hanging up

For Group Bookings

Individual Reservations

Create individual reservations for each room in a group. Bulk creation is not supported in the UI.

For large groups:

1. Create reservations in your PMS using bulk tools
2. Wait for sync to AVA (typically 2-5 minutes)
3. Verify reservations appear in Operations View

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Still Stuck?

Contact success@vouch-technologies.com if:

• ❌ The Create Reservation button is missing
• ❌ Reservations fail to save repeatedly
• ❌ PMS sync errors persist after reconnecting

Helpful to include:

• Guest name and dates
• Error message (screenshot if possible)
• Your PMS type (Cloudbeds, Opera, Mews, eZee, AVA)

Related Guides

• View Reservation Details
• Edit Reservations and Notes
• Find and Edit Guest Profiles
• PMS Connection Setup