Little Hotelier provides two main ways to search for reservations:
Through Calendar using check-in or check-out dates
Through Reservations using filters like guest last name, booking reference, invoice number and booking status
Search for a reservation without knowing the dates
If you want to search for a reservation but don't know the exact dates, you can either:
Select a wide date range using the Date from and Date to fields, or
Leave the date fields blank to search across all dates
💡 If you leave the date fields blank, use the Guest last name, Booking reference, or Invoice number fields to narrow your results. If the search returns too many results, Little Hotelier will display only the first 31 days. Use the Export function to view the full result set.
Use reservation search for reporting
The reservation search is useful for generating periodic reports. To get the most useful results for reporting:
Search by a date range of a week or a month so you can compare periods of the same length
Use broad filters rather than specific ones: avoid entering a guest name, booking reference, or invoice number, as these make the search too narrow for a report
➕ For example, to compare cancellations between summer and winter, run two separate searches for cancelled reservations with check-in dates in each season. Export both results and compare them in a spreadsheet to identify when cancellations peak.
Download and export the reservation list
Note: To export, you need to be on a trusted device.
To export a reservation report:
Go to My Apps > Front Desk > Reservations.
Set your filters and click Search.
Click Export at the top right or bottom right of the page.
The file downloads as a .CSV spreadsheet.
💡 You can also use the Housekeeping report under Reservations > Housekeeping to give staff a daily view of arrivals and room status.
What's included in the exported CSV file
The exported file contains additional columns not shown in the on-screen search results. Empty fields mean no information was entered or the field does not apply to that reservation.
Fields marked with (*) only contain data if the reservation came through your direct booking engine or was created manually in your front desk.
Basic information
Booking reference
Booked date
Property name
Channel name (or Extranet for manual entries, or Direct for direct bookings)
Guest information
Guest first name
Guest last name
Guest e-mail
Guest organisation
Guest address, address line 2, city, state, country, and postcode
⚠️ Guest phone numbers are not included in the exported file for security reasons.
Stay details
Check-in date
Check-out date
Length of stay (nights)
(*) Arrival time
Guest comments
Status
Status (Confirmed, Checked-in, Checked-out, or Cancelled)
Cancelled at (date of cancellation, if applicable)
Rooms and rates
Room types
Number of rooms
Rooms (room name or number assigned)
Rate plans
Pricing and payments
Subtotal amount (room price only, excluding extras and other charges)
(*) Extra adult amount
(*) Extra child amount
(*) Extra infant amount
Extras total amount (does not include extra guest fees)
Credit card surcharge processed amount
Surcharge percentage
Payment total
Payment received
Payments deposit processed total
Payment outstanding
Guest counts
Number of adults
Number of children
Number of infants
Additional fields
(*) Custom property-specific data (answers to custom booking fields)
(*) Referral (answer to "Where did you hear about us?", if enabled)
(*) Mobile booking?: TRUE if booked via mobile, FALSE if via desktop
Enter rates including fees: TRUE if room rates are set inclusive of taxes
Fixed taxes total
Percentage taxes total
(*) Requested newsletter: TRUE if the guest opted in at the time of booking
Export the total number of guests for a specific period
To export the total number of guests who stayed during a specific period:
Go to My Apps > Front Desk > Reservations.
In Date type, select Check-in or Checked-out.
In Status, select Checked-in or Checked-out, to match your Date type selection. Only reservations with these statuses are included in the totals.
Set your Date from and Date to (maximum range is 365 days per export).
Click Search, then click Export to download the CSV file.
Open the file in Excel or Google Sheets and use the
SUMfunction on the Number of adults, Number of children, and Number of infants columns to calculate your totals.
⚠️ If a guest stayed at your property but their reservation is still marked as Confirmed or Pending, they will not be counted.