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.
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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.
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Read the Hotel Bookings Overview for stages and filters.
Send Booking Enquiries
Practice the enquiry flow on a converted (or test) trip:
- 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.
- 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.
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Read the Booking Enquiries documentation — including how admins customize the enquiry template with placeholders.
Track and Update Status
When the hotel responds, update the booking status with confirmation details. If the hotel is unavailable, add a replacement hotel or drop it with cancellation charges — see Changes and Drops.
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For stays booked outside Sembark (portals, corporate tie-ups), add self-booked accommodation details so trip documents stay complete.
Generate Vouchers
Once a booking is Booked, generate and share the hotel voucher — verify hotel details, add the confirmation number and point of contact, download the PDF and mark it sent.
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Payments and Ledgers
Confirmed bookings create supplier payables automatically, following the hotel’s payment preferences 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.
Hotels can be booked directly (contracted) or through 3rd-party suppliers — both are managed in the unified Suppliers module, which also covers transfer and activity suppliers with combined booking views.
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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 to prepare for arriving and departing guests.
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Done
That’s the reservations loop: enquiry → confirmation → voucher → payment. Next, learn the Tour Operations process.