Bookings

5. Managing Bookings

The Bookings module is your operational command center for managing all tenant reservations. This is where you view, create, and manage every booking — from initial reservation through contract signing, move-in, ongoing tenancy, and final check-out.

5.1. Understanding the Bookings List

The Bookings module opens on a filterable table view. Each row represents one booking and shows:

• Tenant Name and contact information
• Property and Unit assigned to the booking
• Status (Upcoming, Ongoing, Ended, Cancelled, Pending)
• Contract Start and End Dates
• Rent Value
• Platform (where the booking originated)
• Contract Signed indicator (hovering shows the exact date the contract was signed)
• Outstanding Balance (if the tenant has unpaid charges)

Clicking any row opens the Booking Detail sidebar, where you can access all tabs for that booking.

5.2. Filtering and Searching Bookings

The module includes a comprehensive set of filters to help you locate specific reservations quickly.

Search Bar

The Search bar at the top of the page searches across tenant name, booking ID, property name, email address, and phone number. The list updates in real-time as you type.

Status Filter Cards

Click any status card to instantly filter the list:

Status	Description
All	Every booking regardless of status
Upcoming	Reservations that have not yet started
Ongoing	Active reservations with tenants currently in residence
Ended	Completed reservations
Cancelled	Reservations terminated before completion
Pending	Reservations awaiting confirmation or payment

Platform Filter Cards

Platform cards filter by booking source (e.g., Direct, Airbnb, Booking.com, Uniplaces, Idealista). Only platforms you have connected in Settings > Integrations appear as filter options.

Property and Tags Filters

• Property dropdown: restrict the list to bookings for a single property
• Booking Tags dropdown: filter by custom tags added during booking creation

Sort By

Use the Sort By dropdown to reorder the list:

• Debt (highest to lowest) — useful for collections follow-up
• Creation Date
• Move-in Date
• Contract Start Date
• Move-out Date

Advanced Filters

Click Other Filters to open additional options:

• Nationality — filter by tenant nationality
• Date Range — filter by a specific date window
• Tags — filter by booking tags

5.3. The Timeline View

Click the Timeline button in the upper right to switch from the list view to a visual Gantt chart. Each row represents a unit, and colored bars show when each unit is occupied.

This view is ideal for:

• Identifying gaps between bookings that could be filled
• Visualizing occupancy across your portfolio at a glance
• Planning turnovers by seeing back-to-back bookings side by side

Click any bar in the timeline to open the Booking Detail sidebar for that reservation.

5.4. The Booking Detail View

Clicking any booking row opens a sidebar showing all information about that booking. The detail view is organized into several tabs.

Overview Tab

The overview displays the booking's core information:

• Tenant details (name, email, phone, nationality)
• Property and unit assignment
• Contract and occupancy dates
• Rent value and payment frequency
• Booking status and platform source
• Confirmation and check-in payment configuration

Payment Plan Tab

The Payment Plan tab shows the complete schedule of all expected payments for the booking lifecycle.

Each row in the payment schedule represents one charge:

• Type (Rent, Security Deposit, Admin Fee, Cleaning Fee, etc.)
• Due Date
• Amount
• Status (Pending, Paid, Overdue)

Business Rule

The payment schedule is automatically generated when a booking is created, based on the property's contract settings (payment frequency, confirmation payments, check-in payments). Changes to the property settings after booking creation do not affect existing payment schedules.

You can also view the Contract Values breakdown, which shows how each charge was calculated:

Transactions Tab

The Transactions tab shows all incoming payments received from the tenant — what has actually been paid, as opposed to what is scheduled.

Each transaction entry shows:

• Payment date (when the money was received)
• Amount received
• Payment method
• Which scheduled payment(s) it was applied to (allocation)
• Notes (if any)

If a tenant pays more than the scheduled amount, the system records the overpayment and carries it as a credit for future charges:

Contract Tab

The Contract tab is where you manage the tenant's rental agreement.

• Upload a signed contract PDF by clicking Upload Contract File
• Download the generated contract to send to the tenant
• Preview the contract with all booking variables filled in

Business Rule

Uploading a file to the Contract tab marks the booking as "contract signed." The timestamp of the upload is recorded and displayed in the bookings list as a tooltip.

5.5. Creating a New Booking

To create a booking manually (for direct reservations not coming from an external platform), click + Create New in the header and select Booking.

The booking creation form captures:

1. Property and Unit — select the property, then the available unit
2. Tenant Information — name, email, phone, and nationality
3. Dates — contract start date, move-in date, and expected end date
4. Platform — select "Direct" for direct bookings, or the relevant external platform

After selecting the unit and dates, the rent details step shows the financial configuration:

The system previews the full payment structure before you confirm:

Click Submit to create the booking. The payment schedule is automatically generated based on the property's contract settings.

Business Rule

If you select a unit that already has an active booking for the same date range, the system will warn you about the overlap. Overlapping bookings on the same unit are not permitted.

5.6. Adding Extra Charges to a Booking

To add a one-off charge to an existing booking (for example, a damage fee, a room change surcharge, or a guest fee), open the booking detail and click Add Charge.

Specify:

• Charge type (linked to Categories in Settings)
• Amount
• Due date — when this charge must be paid
• Description — an optional note explaining the charge

The new charge appears in the Payment Plan tab and is tracked alongside all other scheduled payments.

5.7. Key Business Rules for Bookings

Summary

1. Payment schedules are fixed at creation. Charges and due dates are generated at the time of booking creation based on the property settings in effect at that moment. Changing property settings afterward does not affect existing bookings.

2. Contract signed status is set by file upload. Uploading any PDF to the Contract tab marks the booking as "contract signed" and records the timestamp.

3. Platform filter options reflect your integrations. Only platforms enabled in Settings > Integrations appear as filter options in the bookings list.

4. Overpayments are tracked as credits. If a tenant pays more than a scheduled charge, the excess is recorded and automatically applied to the next charge.

5. Overlapping bookings are blocked. You cannot create a booking for a unit that is already occupied during the requested dates.

6. Bookings automatically generate tenant portal access. Once a booking is created, the tenant can access the Tenant Portal using their booking ID and a unique access code to view their payment schedule and make payments (if the property's payment settings allow it).