Copy Reservation Functionality

Stayntouch PMS supports the option to copy a reservation. To copy a reservation, navigate to the stay card and click the COPY RESERVATION from the bottom right corner. Upon clicking the button, you will be able to select an ARRIVAL and DEPARTURE date to which to copy the reservation. Once complete, click CONFIRM. You will then be prompted to pay any deposit required and confirm the reservation (see Confirmation Summary section below).

Items to Note:

Group/allotment reservations cannot be copied.
You can copy a reservation if it is associated with a Company or Travel Agent; however, Travel Agents will NOT copy over to a new reservation, since the reservation is technically originating from the hotel and not a Travel Agent.

NO AVAILABILITY

If there is no availability for a room, rate, or add-on for a copied reservation, the user can either select CANCEL and go back or override (depending on the user’s permissions).

If there is no availability for the room, the PMS will check the user's permission for overbooking and give the option to go back to the original reservation or overbook and create the new reservation. If the user does not have overbooking permission, the PMS will only show the option to go back.

If there is a restriction on the rate, then the PMS will check the user permissions to see if they can override restricted rates. If the user has the permission to override restricted rates, then the PMS will give the option to proceed with the reservation or go back. If the user does not have the permission to override restricted rates, the PMS will only show the option to go back.

If a rate or room type is not configured for the stay dates, then one of the following popup messages will display:

Check Rate Availability
- If a rate is not configured for the stay dates, then the user will receive the following error message: “Rate is not configured for dates selected.”

Check Rate Restrictions
- If a rate is restricted, then the user will receive the following error message: “Rate not available for selected dates.”
- If the user has permission to override the restriction, they can resubmit the request and choose to override, or they can select CANCEL.
Check Room Type Availability
- If a room type is not available, then the user will receive the following error message: “Room type not available for selected date.”
- If the user has permission to overbook, they can resubmit the request and choose to overbook, or they can select CANCEL.

CONFIRMATION SUMMARY

When a copied reservation’s availability checks have been completed, and there is availability for the new reservation, the user will be directed to the Guest Details & Payment screen for the new reservation.

From this screen, if the original reservation had demographics selected, then the demographics field should be pre-populated with the information from the original reservation.

If a deposit is required for the reservation, the guest will be prompted to pay the deposit on this screen, as well.

The payment type will be pre-populated with the same payment type as the original reservation. If the original reservation had a credit card attached, that credit card will be pre-populated in all appropriate fields.

The STAY CARD (back) button on this screen will direct the user back to the original reservation.

When the user clicks CONTINUE, the user will be directed to the email confirmation screen and will be able to follow the same flow as a traditional reservation.

The email should be pre-populated, if present on the original reservation/guest card.

When the user then clicks CONFIRM RESERVATION, the confirmation email will be sent. As with the traditional reservation creation flow, the user will then see the options to GO TO STAY CARD, NEW RESERVATION FOR GUEST, or SEARCH RESERVATIONS.