The tabs
“Today” is each property’s operating day (see Day close), not the calendar date. The To resolve count shows in an amber badge when it is above zero.
To resolve
Each row carries its reason, and under the tab you can narrow the list by reason (“Narrow the to-do list by reason”), each with its count:- Overdue departures — guests still checked in after their departure date;
- No room — stays still to come on room types with numbered rooms, with no room assigned;
- To confirm — pending bookings;
- Website requests — website requests with payment at the property, waiting for your approval;
- No-show suspects — stays still on the books whose arrival day has passed with nobody checked in: the guest is late, the check-in was forgotten, or they are not coming. A stay can be a no-show suspect and also have no room, so the reasons are not exclusive.
Filters
Search by guest name or confirmation code. The Payment filter is always visible and applies to whichever tab is open:- To collect today — the stays whose money the desk should ask for today (leaving, arriving, overdue, or a deposit due), the same list as See all on the Today card, see Front desk;
- Overdue balances — the guest has arrived, or the deposit date has passed, and payment is short;
- Balances to collect — confirmed or checked in, paid less than the total (excluding those the channel collects);
- Nothing paid yet — payment not started or pending;
- under Payment status: Unpaid, Pending, Partial, Paid, Refunded.
Choosing the columns
Columns, above the list, chooses what the list shows: tick a column to show it, untick it to hide it. The menu stays open, so you can choose several at once. The check-in, the guest, the status and the row’s actions are always shown. Property, Room, Total and Payment show from the start. You can add Check-out, Nights, Expected arrival, Guests, Guest email, Guest phone, Guest country, Confirmation code, Channel reference, Source, Booked on, Room type, Rate plan, Paid, Balance due, Billed to, Online check-in, Notes and Cancelled on. In Notes, point at the note sign (or reach it with the keyboard) to read the internal note and the guest’s requests; in Cancelled on, the sign beside the date gives the reason, when one was recorded. Check-out, Confirmation code and Booked on sort the list like the other headers. Your columns are kept for you in this organisation, on every device you sign in on. They are yours alone: each colleague chooses their own. Reset to default brings back the columns the list starts with. On a phone the list starts without Property, Room and Payment; a column you show or hide yourself stays that way on every screen.Actions from the list
- Confirm a pending booking.
- Check-in — held back, with the reason on hover or keyboard focus, while the arrival date is still ahead or while a booking on rooms tracked one by one has no room yet (“Assign a room before checking in”). Assign the room from the Room column and the button is ready.
- Check-out.
- From ⋮: View Details, Extend stay (a confirmed or checked-in stay — see Extending a stay) and Cancel.
- Assign a room from the Room column: a booking with no room shows an Assign room button, and an assigned room (underlined with dots) can be clicked to change it. Either opens the rooms of the booking’s type that are free for the whole stay. What the guest asked for (requests, floor and bed preference) is shown above them, and for a guest arriving today the rooms housekeeping has ready come first. Type to narrow the list; picking a room assigns it at once. If another desk took it a moment earlier, the row goes back and Gridbeds says why. Offered on rooms tracked one by one, for bookings neither cancelled nor checked out, to members who can assign rooms; anyone else sees No room, and a cancelled booking a dash.
- With several bookings selected: Confirm All, Cancel All (skipping those already cancelled or checked out), Export Bookings, Assign automatically; Check-out from the top menu checks out the selected guests who are in house — see Checking out a guest who still owes.
- On a website request: Approve or Decline.
Assigning rooms automatically
Assign automatically — on the selected bookings, or on the Arriving Today list of the Today tab — opens Assign rooms automatically with a room proposed for each guest who needs one. For a guest arriving today a ready room comes before one that is not; then the room of the guest’s last stay, the floor they asked for, and a room next to the rest of their group, each shown as a badge on the line. Nothing changes until you confirm: untick any line you disagree with, then press Assign N rooms. Guests who already have a room are left alone, unless you tick Also move guests who already have a room, when a better one is free. Below the plan, Gridbeds lists the guests it could not place and the bookings it left as they are, each with the reason (sold by room type, already arrived, no room of the type free for the whole stay). If another desk took a room meanwhile, the other lines are still assigned, that line stays with the reason, and Propose again plans what is left from the rooms as they are now.The price of a new booking
New booking (PMS) has four steps: Dates & Property, Guest, Price and Confirmation. On Price, with Auto-calculated price on, Gridbeds prices the stay: the nights at the rate plan’s rate, the cleaning fee, the VAT, less the Discount (%) or the Discount (RON) you enter (in the property’s currency). The price follows what you enter. Change the discount — or go back and change the dates, the guests or the room type — and it is recalculated by itself: “Updating the price for your changes…” shows meanwhile, the figures are dimmed, and Continue waits until they are the price for what you entered. Confirmation shows that price and no other. If it no longer matches the booking’s details, it says so, and Create booking stays unavailable until you go Back to Price. The round button next to Auto-calculated price (Recalculate the price) asks for the same price again: after “The price could not be calculated. Check the details and try again.”, or when a rate was changed elsewhere while the booking was open. Turn Auto-calculated price off to type the price yourself. Each step checks what you type before Continue lets you on, and says what is wrong under the field: a number of Children or Infants below zero (or more than a booking takes), an Email that is not an address (leave it empty if the guest has none), a negative Base price or other amount, and a Discount (%) outside 0 to 100. Correct the field and the message goes; nothing else you entered is lost. Every line under Extras / products on Confirmation needs a Price (excl. VAT). A line left without one is not free: Create booking does not create the booking, the line says “Enter a price.”, and you either price it or remove it. For a free line, such as a welcome drink, enter 0.The rate plan’s rules in a new booking
A rate plan can carry rules: a minimum stay (for an arrival day or for the nights it spans), a maximum stay, a day closed to arrival or closed to departure, a night closed to sale. They are the same rules the channels are told, and the website and the booking widget never sell a stay that breaks one. At the desk, New booking (PMS) asks as soon as the dates are chosen. If the stay would break a rule of its rate plan, Dates & Property (and the quick booking screen) shows a warning that names each rule and the day it applies to — for example “An arrival on 28 Dec 2026 needs at least 2 nights on the rate plan.” — and Continue (or Create) stays unavailable until you tick Ignore the restriction. Anyone who may create bookings can tick it. A Reason (optional) field appears so you can say why, and Confirmation repeats the rule you chose to ignore before you create the booking. The booking is then made as usual, and its History records who ignored which rule and why. The booking’s panel shows a Restriction ignored mark at the top, with the rules, who chose to ignore them and the reason. If a rule is set between the check and Create booking, Gridbeds takes you back to Dates & Property with the rule on screen so you can decide again. Moving an existing stay onto a rule asks in the same way: see Calendar.In the mobile app
New booking in the mobile app asks the same rules as soon as a room and a rate plan are chosen on the Room step: the warning names each rule, and Continue waits until you switch on Ignore the restriction, with an optional Reason. The Review step repeats the rule you are ignoring, and the booking’s screen shows Restriction ignored, with the rules, who and the reason. A booking made without a connection is saved on the phone and sent when the connection returns. If a rule refuses it then, it is not lost: the pending-changes pill reads A booking needs your decision, and the booking waits under Waiting for your decision with its stay and the rules. Open brings it back on the Room step as you typed it: ignore the restriction or change the room or the dates, then create it again. Discard gives it up. It is opened from the organisation it was made in.The booking panel
A booking opens in a side panel — from the list, and from the bookings on a guest’s profile — with the tabs Guest, Folio, Docs, Notes, History and Messages. At the top is the main action that fits the moment (for example Check-in); the rest are under More actions: Confirm, Check-out, Record Payment (it opens Take payment — see Payments), assigning or moving the room, QR check-in, Extend stay, Card hold, Charge routing, Refund, Mark as no-show, Cancel. The Balance due at the top of the panel opens Take payment too. The History tab lists everything that happened to the booking, its payments, its invoices, its folio and the extras sold on it, newest first. A charge posted to the folio, or voided, says what it was, what it cost and who posted it. Each entry says who made the change — a colleague, the guest, a channel such as Booking.com, or Gridbeds itself, naming the scheduled task — and, for an edit, every field that changed with its old and new value: the dates, the room, the guest, the price and its parts. Changes made in one go are shown together. When Gridbeds support works in your account, the entry names the person from support as well. Show older reads further back.The Folio tab
The Folio tab lists the stay’s running bill line by line: room nights, extras, restaurant orders charged to the room and what the desk posted, with the VAT rate and the amount of each. It has one balance: the Running Bill’s Balance due, the same figure as at the top of the panel. The running bill lists everything posted (the room, the city tax, extras) and its Running Bill Total. When that total differs from the price agreed at booking, a note under it says so. Click the note to see the booked price line by line: accommodation, the fees for children and infants, the other fees, taxes, discounts and the Booked total. Before the stay has a running bill, the tab shows the Booked price instead. The payments and invoices come after the bill. Above the bill, the stay’s bill-to says who the invoices are issued to — see Billing a company.- Add charge puts a charge on the bill: search the billing items and pick one (it brings its name, price and VAT), or describe the charge yourself. Then set the Quantity, the Unit price (VAT incl.), the VAT rate — one of the rates the property’s country has on that day — and, for a stay of more than one day, the Date it belongs to. The total and the VAT inside it show before you click Post charge. It needs the permission to post charges, and the stay must be confirmed or checked in and not yet invoiced.
- Reverse (the arrow at the end of a line) takes a line off with an equal and opposite line. Choose the Reason — Posting error, Duplicate, Wrong bill, Not consumed, Guest dispute, Goodwill or Other — and add a Note (required with Other). The original line stays, struck through and marked Reversed; the reversal shows below it with its reason and who made it. A clerk reverses their own lines of the current operating day; a line posted by a colleague or on a closed day shows a lock and is reversed by a supervisor.
Billing a company
A stay is billed to its guest unless you name a company. The company is a billable party: one record per company, with its tax ID, address, city, postal code and country (and, for Italy, the codice destinatario or PEC), found again the next time it books. Every invoice of the stay names it as the buyer: the deposit invoice, the proforma and the check-out invoice.- When booking: in New booking (PMS), on the guest step, turn on Bill to a company and pick the company in Company, or choose Add new party to create it. For a Romanian company, type the CUI and press Look up in ANAF: the name, address, city and postal code are filled in. The step does not continue until a company is picked.
- Afterwards: on the Folio tab, the box above the bill reads Billed to the guest — choose a company, or the company’s name. Pick another company, add one, or Clear selection to bill the guest again. The bill-to of a stay whose folio is already settled no longer changes: that invoice was issued to whoever it named.
Notes
The Notes tab is where a booking’s notes are read and written. Internal Notes is the team’s note on the stay, never shown to the guest: click it to write or correct it, and Save. Emptying it removes the note. Under CRM Notes, write a note about the guest, tick Important if it should stand out, and click Add note: it is kept on the guest’s profile for every stay. The change shows at once. If it cannot be saved, Gridbeds takes it back and says why, and what you typed stays in the field. If someone else changed the booking after you opened it, nothing is saved and the booking reloads — save the note again if it is still right. Writing the internal note needs permission to manage bookings; adding a guest note needs permission to manage guests. Without them, the notes are read only.Messages
The Messages tab is the conversation with the guest, read and answered without leaving the booking. It shows the conversations about this booking — the channel’s thread (Booking.com, Airbnb…) and any email, SMS or WhatsApp conversation started from it — with the newest open. All with this guest adds every other conversation with the same guest, earlier stays included. When there is more than one, pick it from the row above the conversation; a conversation from another stay shows that booking’s number. Everything works as on the Messages page: send by email, SMS or WhatsApp, a saved reply or a template, an internal note, a file, send later. Start a conversation (or New conversation when there already is one) writes to the booking’s guest at the booking’s property, and the conversation is kept with this booking. Open in Messages opens the same conversation on the Messages page. The tab is shown to whoever may view messages, when your plan includes the messaging module.What the guest owes
At the top of the panel are the Total, what was Paid and the Balance due, or Paid in full when nothing is left. When the booking has a running bill, these are the bill’s figures, including extras posted at the desk. On an OTA booking where the channel took the guest’s money, a fourth figure, Collected by Booking.com (or the booking’s channel), shows what the channel was paid. The property gets that money from the channel later, by virtual card or payout. So it is not counted in Paid, and the guest does not owe it again: the balance is only what was charged on top, such as the minibar or the city tax. A line underneath says who collects. Channel collect means the guest has already paid the channel. Hotel collect means the channel took no payment and the guest pays the property. The Running Bill on the Folio tab shows the same Collected by the channel line and the same balance. Under the guest’s name the panel shows the property, the room type and the room. Click the room to change it, or Assign room where one is still owed: the same list of free rooms as the Room column opens, and picking one assigns it at once. To take the room off a booking, use Assign room under More actions.Check-in
Gridbeds tells you what is missing, in this order:- Confirm the booking before check-in.
- Check-in opens on {date}.
- Assign a room before check-in.
- Register the occupants before check-in — the details each guest’s record needs in the property’s country (see Romania or Italy).
Extending a stay
Extend stay moves the departure of a stay that is confirmed or checked in to a later date. It is offered to anyone who may manage bookings, from wherever the stay is on screen: beside the dates at the top of the booking’s panel and under More actions, from ⋮ on a row of the list, from the calendar’s Booking actions, beside Check-out on the front desk’s Departing Today, and on the day close for an overdue guest. Choose the New departure (it starts one night after the booked one) and, before anything is saved, Gridbeds shows the nights added and what they add to the stay’s total, priced by the rules in Changing dates. If the nights cannot be had — the room type is full, the guest’s room is sold or blocked — or the stay cannot be extended at all (the channel collected it, a contract or group block prices it, an invoice is already issued), it says why and Extend stay stays unavailable. The room is checked again when you confirm.What else the panel shows
- For an OTA booking, the channel and its reference appear next to the booking number. That is the number to quote to Booking.com or Expedia, and the button beside it copies it.
- Online check-in done appears once the guest has completed the online pre-check-in.
- Infants are counted with the adults and children.
- The assigned room shows its housekeeping status: Dirty, Being cleaned, Clean or Inspected.
- Details, under the money figures, opens the Rate plan, the Price per night and the Open tasks on the booking. The line itself shows how many tasks are open.
- On the Folio tab, each payment shows its reference (Ref.), and a refund shows its reason. The booking’s Card holds are listed under the payments. Placing, capturing and releasing a hold is still done from More actions → Card hold.
Checking out early
When a guest leaves before the booked date, Gridbeds asks Check out early? (Keep the guest checked in / Check out early). The unused nights go back on sale, and the bill follows one of three cases:- the nights come off the bill;
- on a non-refundable rate or an OTA booking, the nights stay, as an early-departure fee;
- if the final invoice has been issued, the bill stays as invoiced, and a credit note is the desk’s decision.
Checking out a guest who still owes
Wherever you check a guest out — the panel, a row of the list or several selected rows, the Today tab, the calendar or the Day close — Gridbeds first asks what the guest still owes on the bill. A guest who owes nothing is checked out at once. For a guest who still owes, a window reads {name} still owes {amount} and offers two answers:- Take payment opens the same window as any balance (see Payments). Once the payment settles the balance, the guest is checked out; a partial payment leaves the window open with what is still owed.
- Check out anyway checks the guest out with the balance owed. The balance stays on the booking, and the audit log records who decided and the amount.
The rule is the server’s, so it holds for every way in, including the staff app and integrations: a check-out with money owed goes through only when someone says they saw the amount.