---
title: Hotel Reservations | Software Training
description: Training overview of the hotel reservations process in Sembark.
---

# Hotel Reservations

Training overview of the hotel reservations process in Sembark.

After every sale, hotel bookings are **automatically initialized** from the quoted services — no re-entry of data. The reservations process takes each booking from enquiry to confirmed voucher. In this guide, we will walk through that flow.

## Bookings Dashboard

Open the Hotel Bookings dashboard from the navigation. Bookings move through stages: `Initialized`, `In Progress`, `Changed`, `Booked` and `Dropped`. Bookings are grouped by trip, and a trip shows the lowest status among its bookings.

Read the [Hotel Bookings Overview](https://sembark.com/travel-software/docs/hotel-bookings-overview.md) for stages and filters.

## Send Booking Enquiries

Practice the enquiry flow on a converted (or test) trip:

1. Open a booking and review the auto-generated enquiry — guest details, stays and room requirements are pre-filled. Multiple stays for the same hotel go in one email.
2. Send it via email (hotel contacts are pre-listed, extra contacts auto-CC) or share via WhatsApp and mark the booking with the "Sent Via WhatsApp" tag.

Read the [Booking Enquiries documentation](https://sembark.com/travel-software/docs/hotel-booking-enquiries.md) — including how admins customize the enquiry template with placeholders.

## Track and Update Status

When the hotel responds, [update the booking status](https://sembark.com/travel-software/docs/hotel-booking-update-status.md) with confirmation details. If the hotel is unavailable, add a replacement hotel or drop it with cancellation charges — see [Changes and Drops](https://sembark.com/travel-software/docs/hotel-booking-changes.md).

For stays booked outside Sembark (portals, corporate tie-ups), add [self-booked accommodation details](https://sembark.com/travel-software/docs/self-booked-accommodations.md) so trip documents stay complete.

## Generate Vouchers

Once a booking is `Booked`, generate and share the [hotel voucher](https://sembark.com/travel-software/docs/hotel-booking-vouchers.md) — verify hotel details, add the confirmation number and point of contact, download the PDF and mark it sent.

## Payments and Ledgers

Confirmed bookings create supplier payables automatically, following the hotel's [payment preferences](https://sembark.com/travel-software/docs/payment-preferences.md) if configured. Each hotel's booking and payments ledger is maintained automatically — review it on the hotel's details page and download it for reconciliation. See [Outgoing Payments](https://sembark.com/travel-software/docs/outgoing-payments.md).

Hotels can be booked directly (contracted) or through 3rd-party suppliers — both are managed in the [unified Suppliers module](https://sembark.com/travel-software/docs/suppliers.md), which also covers transfer and activity suppliers with combined booking views.

## Daily Checklist

- Watch the **Quote Booking Diff** badge on your dashboard for trips where quotes and bookings have drifted apart.
- Use [Hotel Check-In/Check-Out reports](https://sembark.com/travel-software/docs/operational-reports.md) to prepare for arriving and departing guests.

:::success Done

That's the reservations loop: enquiry → confirmation → voucher → payment. Next, learn the [Tour Operations process](../tour-operations/).

:::

## Training Navigation

Current page: [Hotel Reservations](https://sembark.com/travel-software/training/reservations.md)

### Sales

* [Sales Overview](https://sembark.com/travel-software/training/sales.md)
* [Leads and Queries](https://sembark.com/travel-software/training/leads-and-queries.md)
* [Package Quotes](https://sembark.com/travel-software/training/package-and-quotes.md)
* [Quotation Sharing](https://sembark.com/travel-software/training/share-quotes.md)
* [Follow-ups and Amendments](https://sembark.com/travel-software/training/followups-and-amendments.md)
* [Conversion](https://sembark.com/travel-software/training/conversion.md)
* [Cancellation and Drops](https://sembark.com/travel-software/training/cancellation-and-drops.md)
* [Remaining Payment Tracking](https://sembark.com/travel-software/training/remaining-payment-tracking.md)
* [Tour Co-ordination](https://sembark.com/travel-software/training/tour-coordination.md)

### Accounting

* [Accounting and Payments](https://sembark.com/travel-software/training/accounting.md)

### Reservations

* [Hotel Reservations](https://sembark.com/travel-software/training/reservations.md)

### Tour Operations

* [Tour Operations](https://sembark.com/travel-software/training/tour-operations.md)

### Data & Administration

* [Data Management](https://sembark.com/travel-software/training/data-operator.md)
* [Administration and Reports](https://sembark.com/travel-software/training/admin.md)