The Reservations page in Little Hotelier lets you search and export reservation data using a range of filters, including guest name, booking reference, invoice number, and status. You can also use the Calendar to search by check-in or check-out date.
Search reservation information
To search for reservations, go to My Apps > Front Desk > Reservations and use the filters below.
You can filter by:
Guest last name
Booking reference: Enter part of or the full booking reference
Invoice number: All invoices for filtered reservations will appear in the results
Date type: Select Check-in date, Check-out date, or Booked on date from the drop-down
Date from / Date to: Set the date range for your selected date type
Status: Select All, Cancelled, Checked-in, Checked-out, or Confirmed from the drop-down
After setting your filters, click Search.
💡 Set your date range before running the search, or leave the date fields blank to return results for any date.
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.
Understand your search results
Once you click Search, your results appear in a list with the following columns:
Status: shows whether the reservation is Confirmed, Checked-in, Checked-out, or Cancelled
Name: the first and last name from the Primary contact section
Reference: the identification number provided to the guest for a unique reservation, also known as the booking confirmation number. It has two parts:
Letter code: the first letters of the reference, indicating the channel the reservation came from. For example: LH = created manually or via your direct booking engine; BDC = Booking.com; EXP = Expedia; ABB = Airbnb; AGO = Agoda; HWL = Hostelworld
Sequence number: the numbers that follow the letter code. Every reservation has a unique number sequence.
Source: shows Extranet (manually created), Direct (direct booking engine), or the channel name
Occupants: the number of adults, children, and infants
Check-in / Check-out: arrival and departure dates
Booked: the date the reservation was created
ETA: estimated arrival time chosen by the guest. If the guest did not specify an arrival time, this column shows a dash (-)
Room: the room number assigned to the reservation
Total: the total reservation price, including extras, taxes, and other charges
Outstanding: any amount still pending payment
Invoice: the most recent invoice number for the reservation
Download and export the reservation list
You can export your search results as a CSV file, which can be opened in Microsoft Excel, Apple Numbers, Google Sheets, or similar spreadsheet applications.
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, then use the Reservations export.
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.