Hotel Bookings

Hotel Bookings is the list of all your hotel reservations. Open it from the Hotel Bookings button at the top of the Hotel Calendar. Click a reservation to open its page, where you take payments and issue documents.

Find a reservation

• The cards at the top (Total, Pending, Confirmed, Cancelled, No Show) count your reservations; click one to show only that status.
• Filter Bookings: search by text, or filter by Status, Payment (Unpaid, Partial, Paid, Overpaid), Source and Stay: dates. The stay filter keeps every reservation that overlaps the dates you enter. Clear removes all filters.
• Click the ID, Check In, Check Out or Status column header to sort.
• Click View to open a reservation.

The reservation page

The header shows the guest, the dates, the payment status (Balance Due, Fully Paid or Overpaid) and the total. Below it, the action bar:

• Change Status — only the next logical steps are offered (for example Confirmed → Checked In, Cancel or No Show). Admins also see Delete Permanently.
• Booking Sheet — a printable summary of the reservation.
• Edit Reservation — change the dates, the source, the agent, the referrer or the package. Only users allowed to edit hotel reservations see this button.
• Back to Calendar.

The page is split into tabs: Details & Balance, Timeline, Client Recap, Payments, Room Charges, Billing, Communication, Staff Notes, History, and Folio when the reservation is billed by notes (see below).

Details & Balance

Everything that is charged on the reservation, guest by guest: room nights, activities and add-ons. From here you can Add Guest, change the date of an activity session or an add-on, cancel a session or an add-on, and add a discount (to one line, or to all rooms, all activities or all other charges). Expand all opens every detail block.

Cancel a reservation

1. Click Change Status › Cancel.

2. Choose the Cancellation Type:

   • Cancel without refund — all payments are kept, the reservation is marked cancelled;
   • Cancel with Credit Note — reduces what the guest owes, without any money movement;
   • Cancel with Voucher — gives the guest a voucher code for a future stay. The suggested amount is what they paid minus what cannot be returned (payment processing fees, mandatory fees already paid to a third party). You can lower it, not raise it, and optionally set an Expiration Date.

3. Enter the Cancellation Reason and click Confirm Cancellation. The activity sessions are cancelled and the rooms are freed for new bookings.

Take a payment

Open the Payments tab. The left side shows the Payment History; the right side the actions.

1. Click Record Payment.

2. Check the Payment Amount (the balance due is shown above it), the Payment Date and choose the Payment Method. Processing fees are filled in from the method and can be changed.

3. Depending on the method, DiveHQ may ask more:

   • Deposited To — when the method has several accounts in that currency (for example two card terminals): choose the one that really received the money;
   • Received from Client — when the guest pays in another currency: type what you received; the Exchange Rate is worked out and shown, you never type it;
   • Note (folio) — when the reservation has several notes: choose which note this payment settles.

4. Add a Comment if useful and click Confirm Payment.

Other actions on the Payments tab:

• Generate Online Payment Link (shown while a balance is due): choose the amount (30% Deposit, Full Balance or your own), click Generate Payment Link, then Copy it or send it by WhatsApp or Email. The link expires after 72 hours; generate a new one if needed. It needs an online payment gateway — see Payments & gateways.
• Apply Voucher — use an existing voucher or credit: click a voucher or enter its code, check it, and apply the amount you want.
• Price Adjustment — reduce the reservation total (early check-out, cancelled service…) when no money is returned. Choose the Category (Accommodation, Activity / Diving, Service / Add-on), the amount including tax and a Reason.
• Create Voucher — turn money already paid into a voucher.
• Issue Refund — appears only when the guest has overpaid: enter the Refund Amount, the Refund Method and a Reason, then Process Refund.

Adjustment or refund?

A Price Adjustment lowers what the guest owes; nothing goes back to them. When money really goes back to the guest, use Issue Refund.

Proformas and invoices

Open the Billing tab. Invoices & Documents lists every document of the reservation (Refresh reloads the list).

• Proforma — created automatically with the reservation and updated when it changes. It is not a fiscal document. Generate Proforma creates one if none exists.
• Invoice Finale — the final, unchangeable invoice. Users with access to Accounting see Generate Invoice Finale; everyone else sees Final invoices are issued by accounting (Accounting › To invoice). See Accounting.
• Credit Note — corrects an invoice that has already been issued.

For an agent booking, the Agent Commission card shows the sell price to the client, what the agent pays and whether the agent has paid. From there you can Generate Agent Invoice, View Agent Proforma, Copy public link (a link you can send to the agent), Mark agent PAID / Mark agent UNPAID, and Issue Voucher to Agent.

Bill several people: notes (folios)

When your resort bills by notes, the reservation has a Folio tab. A note (folio) is one bill. By default everything lands on the first note; create more notes to split the bill — for example one per guest, or one for the agency.

1. On the Folio tab, click Add folio, type the New folio name and click Create.

2. Tick the lines you want to move, choose the note in Move ticked lines to and click Move.

3. For each note, set Bill to (pencil icon): the Booker, one Guest, or A company (fill in the company name, address and email). This is who the note’s invoice is made out to.

4. Use the note’s buttons: Proforma (PDF of this note), Payment (Add payment, Refund), and Adjust (Adjust a charge, Add charge, Discount, Promo code).

Each note shows its lines, Total charges, Total payments and Balance due. Lines collected on behalf of a third party are marked pass-through: they are not resort revenue.

Good to know

• A posted line is never edited: a correction is always a new line.
• A note billed to the agency carries the Agency badge; the agent commission applies to that note only.
• If a charge changes after a note has been invoiced, the note shows Changed since invoiced. Correct it in Accounting › To invoice › Changed since invoiced.