Create a Reservation

Quick Setup

Most single-room reservations take 2-3 minutes. Multi-room bookings take a little longer.

Create new reservations directly in AVA when you need to add walk-ins, phone bookings, or one booking with multiple rooms.

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 one type per room
Rate	Depends	Required for eZee reservations
Rooms	No	Click Add another room for multi-room bookings
Nationality/Country	✓ Yes	Searchable list, defaults to hotel country when available
Adults	No	Defaults to 1
Children	No	Defaults to 0
Infants	No	Defaults to 0
Email	Depends	Required for Cloudbeds and eZee
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 for Room 1:

   • Check-in date
   • Check-out date
   • Room type
   • Rate for eZee reservations
   • Adults, Children, and Infants
   • Click Add another room for each extra room
   • OTA Number (optional)

4. Enter the guest details:

   • First Name (required)
   • Last Name (required)
   • Email (required for Cloudbeds and eZee, 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.

Single and Multi-Room Bookings

One room keeps the flat layout you already know. Add a second room to switch to numbered room cards and summary pills.

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.

eZee reservations

If you use eZee, select a Rate and enter a guest Email before saving. AVA sends the selected rate details to eZee with the reservation.

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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.

AVA also starts a background refresh so the new reservation appears in the latest list.

You can:

• Click Assign Room for one-room reservations
• Click Assign Rooms for multi-room reservations
• 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. If refresh is delayed, AVA uses the latest available reservation details.

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

For eZee, same-type rooms stay visible in the picker. Dirty vacant rooms also stay available when your room assignment rules allow them.

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
Infants	Number of infant 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

• Opera reservations can be created from Operations View
• Enter a valid Rate Plan Code, Market Code, and Source Code before saving
• Opera reservations support one room per booking
• Some advanced fields may not sync

Mews

• Full integration with Mews reservations
• Guest profiles sync automatically

eZee

• Select a Rate before you save the reservation
• Enter a guest Email before you save the reservation
• AVA sends the selected eZee rate metadata upstream with the reservation
• The room picker keeps same-type rooms visible during assignment

AVA

• Guest search and selection available
• Links to existing guest profiles when selected
• Full guest history maintained
• If no room types exist, AVA shows a warning with a link to Rooms

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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

"Please fill all required fields" after adding another room

What you see: You added a second room, but the form still will not save.

Fix:

1. Check each room card.
2. Select a Room Type for every room.
3. 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.

"eZee rates are missing"

What you see: The Rate field is empty, or you cannot save an eZee reservation.

Fix:

1. Confirm the reservation uses the correct room type
2. Wait a few seconds for rates to load
3. Verify the rate is published in eZee
4. Try again after reopening the reservation form

"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. Open Rooms and click Room Types
3. Click Add Room Type and create at least one room type
4. Return to Create Reservation and reopen the form
5. Contact support if room types still do not appear

AVA notice

If your PMS is AVA, you may see: "No room types found. Please create a room type in the Rooms page first." Use the Rooms page link in that notice for a quick fix.

Reservation doesn't appear after saving

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

Fix:

1. Wait 5-10 seconds for the automatic refresh to complete
2. Check the date filter matches the reservation dates
3. Search by guest name or confirmation number
4. If still missing, click Refresh once in the toolbar
5. 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

Use one reservation with multiple rooms when the same guest party needs more than one room.

1. Enter the main guest details once.
2. Click Add another room for each extra room.
3. Choose a room type for every room card.
4. Review guest counts before saving.
5. Use separate reservations when guests or stay dates differ.

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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