💡 Important to know:
The Little Hotelier Calendar allows you to search for a reservation using check-in or check-out dates.
The Reservations page in Little Hotelier allows you to run and export reservation information using additional criteria, such as Guest last name, Booking reference, Invoice number, and Status.
Search reservation information
Use filters on the Reservations page
You can use filters to search for your reservation, below are the list of criteria you can select for your search:
Guest last name
Booking reference — Type the part of or the full the Booking reference.
⚠️ Be sure to set your preferred date criteria before running the search or leave blank to search results of any date.
Invoice number — All invoices for filtered reservations will be shown in the Reservation page.
💡 Use this filter to locate a specific reservation or invoice.
Date type — Select from the drop-down:
Check-in date
Check-out date
Booked on date (when the reservation was created)
Status — Select from from the drop-down:
All
Cancelled
Checked-in
Checked-out
Confirmed
After you’ve set the desired criteria, run the search by clicking on Search.
How can I search for a reservation if I can't remember the dates involved?
When you're focused on pleasing your guests, it's easy to forget reservation dates. If you want to search for reservations without setting a specific date, you can do the following:
Select a wide range of dates using the Date from and Date to fields.
Leave the Date from and Date to fields blank, so the search shows results for any date.
💡 Note: If you delete the dates, make sure to use the Guest last name, Booking reference, or Invoice number fields to search for the reservation. If the search criteria produces too many results, Little Hotelier will only display the reservations from the first 31 days. You can use the Export feature to view the full search.
Tips for searching reservation information for reporting purposes
The reservation search is a great reporting tool, so check out some tips to help you with reporting.
Search for reservations using a particular date range of a week or a month: reports are typically run periodically so you can compare data between different periods of the same length of time.
Try to be general rather than too precise: specifying the last name, booking reference, or invoice number would make the search too specific for a report.
➕ An example of a useful report is the comparison of cancelled reservations between the summer and winter months. For this report, you can run a search of cancelled reservations with check-in dates during the summer and winter months You can then compare on a spreadsheet when people have cancelled the most and adjust your cancellation policy accordingly.
Search results
Once you click on Search , you will see a list of reservations based on your filters’ criteria organised in columns:
Status – shows if the reservation is Confirmed, Checked-in , Checked-out , or Cancelled.
Name – shows the First name and Last name under the Primary contact section of the reservation.
Reference – indicates the identification number provided to the guest for a unique reservation, also known as booking confirmation number. Two elements form the reference number:
Letter code – these are the first letters of a reservation reference that will give you information about its source. In other words, these first few letters will indicate the channel through which this reservation was created.
➕ For example:
Reference ID LH12345678912: The 'LH' letter code indicates that this reservation was created either manually by you or by one of your guests through your Little Hotelier direct booking engine.
Reference ID BDC-98765432198: the 'BDC' letter code indicates this reservation was created on Booking.com.
💡 Each channel has its own letter code. Here are a few examples:
Booking.com uses 'BDC'.
Expedia uses 'EXP'.
Airbnb uses 'ABB'.
Agoda uses 'AGO'.
Hostelworld uses 'HWL'.
Sequence number – these are the numbers that follow the letter code. Every reservation will have a unique number sequence.
Source – indicates the reservation place of origin, and it could be one of the following:
Extranet – when a reservation has been manually created in your front desk.
Direct – when a reservation was made through your direct booking engine.
Channel name – when a reservation was made through one of your connected channels. For example, your direct booking engine , Booking.com , Expedia , etc.
Occupants – indicates the number of adults, children, and infants included in the reservation.
Check-in – indicates your guests’ arrival date.
Check-out – indicates your guests’ departure date.
Booked – indicates the day the reservation was created.
ETA (estimated time of arrival) – indicates your guests’ approximate time of check-in chosen.
💡 The Estimated time of arrival is not a mandatory field to be filled in by the guest at the time of booking, so you might see a dash (-) when the guest didn 't specify an arrival time for their check-in.
Room – indicates the room number where the reservation is allocated.
Total – indicates the total reservation price (including extras, taxes, and other charges).
Outstanding – indicates any pending amount to be paid by the guest.
Invoice – indicates the most updated invoice number generated for the reservation.
Download and export the reservation list
Once the search results are displayed in the Reservation page you can export them in a file.
💡 The file is exported in a .CSV (.CSV stands for ‘comma-separated values’) file, and can be opened and modified in spreadsheet applications like Microsoft Excel, Apple's Numbers, Google Sheets, etc.
To export a reservation report:
Click on the Reservations page > setup required filters > click on Search. Your reservations will be displayed below the filters.
Click on Export either at the top right or bottom right of the page.
The file will be exported in a .CSV spreadsheet.
💡 Are you having trouble importing the .CSV file into .xlsx (Excel format)? You can search online for ‘How do I import a .CSV file into a .xlsx file?’. You will find results with the next steps to follow.
Additional information found in the exported file
Find below a list of all additional columns you will find in the exported file:
💡 Notes:
If you see some empty fields, it means that no information has been included or they do not apply to the reservation.
Fields showing "(*)" to their left will only contain information if the reservation came through your direct booking engine or was manually created in your Little Hotelier front desk.
These fields have to be filled in either by you or the guest before exporting the file. You can also use all columns below as filters in your spreadsheet.
You might want to filter reservations that came with a promo code or reservations where your guests gave their consent to receive your property’s newsletter.
The exported file will consist of the following columns containing your reservation information:
Basic information
Booking reference – the guest’s identification number for a unique reservation, also known as the booking confirmation number.
Booked – the day the reservation was created. Property name – the property name for which the reservation is booked.
Channel name – the name of the online travel agency (OTA) through which the reservation was made.
💡 There are two other sources you may see:
Extranet – when a reservation has been manually created at your front desk.
Direct – when a reservation was made through your direct booking engine.
Promotion code related
(*)Promotion code – the promotion code (promo code) the guest used at the time of booking (if applicable).
(*)Promotional discount – the total amount discounted from the room price when a promo code has been applied at the time of booking
(*)Promotion description – the promotion code description if the guest used one at the time of booking.
💡 Notes:
These fields will show empty if the Promotion code field is also empty or if you have no description added to the promo code.
Guest information from reservations’ Primary contact fields found in the Details tab of individual reservations:
Guest first name
Guest last name
Guest e-mail
Guest phone number
Guest organisation
Guest address
Guest address 2
Guest city
Guest state
Guest country
Guest postcode
Stay details
Check-in date – the date of arrival.
Check-out date – the date of departure.
Length of stay (nights) – the total number of nights of the reservation.
(*)Arrival time – the expected arrival time your guest selected at the time of booking or, the arrival time included on a reservation’s Details tab.
Guest comments – any comments the guest might have added at the time of booking or any comments included in the Guest comments box on a reservation’s Details tab.
GDPR related
(*)Requested newsletter – shows "TRUE" if the guest ticked the option Would you like to receive the newsletter? at the time of booking. It would show empty if the guest did not tick this option.
💡 This option has to be enabled in the general display settings.
Status related
Status – the current status of the reservation:
Confirmed
Checked-in
Checked-out
Cancelled
Cancelled at – the date when a reservation was cancelled, if applicable.
Room type/Rate plans booked
Room types – the name/s of the booked room type/s.
Number of rooms – the number of rooms included in the reservation.
➕ For example, if the reservation has been made for your single room and your double room, this field will show 2.
Rooms – the room number/name the reservation is allocated to.
Rate plans – the name/s of the booked rate plan/s.
Subtotal
Subtotal amount – the total room price (excluding extras and other charges).
Extra guests
(*)Extra adult amount – the total amount for any additional adult (not included in the inventory price) in this reservation.
(*)Extra child amount – the total amount for any additional child (not included in the inventory price) in this reservation.
(*)Extra infant amount – the total amount for any additional infant (not included on the inventory price) in this reservation.
Extra items related
Extras total amount – the total amount of all extras included in the Extra items tab on a reservation.
⚠️ This price does not include the extra adult/child/infant fees.
Credit card surcharge related
Credit card surcharge processed amount – the amount charged when processing the credit card, if applicable.
Surcharge percentage – the percentage charged when processing the credit card, if applicable.
Payment related
Payment total – the total price to be paid by the guest for the reservation (included extras, taxes, and other charges).
Payment received – any amount that the guest has already paid.
Payments deposit processed total – the amount that has been recorded or processed as a deposit in the Payment tab of a reservation.
Payment outstanding – the total amount of the reservation that is still pending payment by the guest. It should match with the difference between the Payment total and the Payment received.
Number of guests
Number of adults – the number of adults added on the reservation’s Details tab (including any extra adult, if applicable).
Number of children – the number of children added on the reservation’s Details tab (including any extra child, if applicable).
Number of infants – the number of infants added on the reservation’s Details tab (including any additional infant, if applicable).
Custom field answers
(*)Custom property-specific data – any comment added by the guest at the time of booking to answer the custom field you might have created to ask them something specific.
💡 To set up custom fields go to General display settings.
Referral related
(*)Referral – the answer your guest provided to the question Where did you hear about us? at the time of booking.
💡 This option has to be enabled in General display settings, and is not a mandatory field for your guests to answer.
Reservations made through a mobile phone/desktop
(*)Mobile booking? – shows "TRUE" if the booking was made through the mobile version of your direct booking engine, and "FALSE" if the reservation was made through a desktop version.
Tax-related
Enter rates including fees – shows "TRUE" when your tax configuration option Enter the room rates inclusive of taxes and fees is ticked in your Little Hotelier and, "FALSE" when unticked.
Fixed taxes total – the total amount of fixed taxes added to the reservation, if applicable.
Percentage taxes total – the total amount of percentage taxes added to the reservation.