Take a Booking Over the Phone

Create a manual reservation while speaking with the guest by confirming identity, dates, unit, price, and contact details in a repeatable order. Read the final summary back before saving.

What you will accomplish

By the end of this guide, you will be able to complete a manual reservation from the correct CleanOver screen, understand the important checks before saving, and verify that the result is visible to the people who use it next.

Before you begin

• Use the approved payment and identity-verification process outside any field that is not designed for sensitive data.
• Confirm the caller’s requested dates, guest count, and preferred property.
• Sign in to the Admin workspace and confirm you are in the correct business context.
• Use real operational dates and the property’s local timezone when the workflow includes time.

Step 1: Check availability

Open Calendar Management, search the requested unit, and inspect the full stay from check-in through checkout. Include cleaning and maintenance blocks in the review.

Expected result: The selected inventory is available for every required night.

Step 2: Select Add Reservation

Choose Add Reservation and select the exact unit or inventory item. Do not proceed from a similarly named property.

Expected result: The manual reservation form targets the correct unit.

Step 3: Enter stay dates and times

Enter check-in and checkout using the property’s local timezone. Confirm the number of nights and any same-day turnover.

Expected result: The stay length and boundaries are correct.

Step 4: Enter guest details

Record the guest’s name and approved contact details. Repeat spelling and contact information back to the caller.

Expected result: The reservation can be identified and communicated.

Step 5: Confirm price and policy

Enter or verify the approved rate, taxes, fees, guest count, cancellation terms, and minimum-stay compliance.

Expected result: The guest has heard the complete commercial summary.

Step 6: Check for overlap warnings

If CleanOver reports a conflict, stop and inspect the competing reservation or hold. Do not force overbooking without explicit authorization.

Expected result: No unexplained overlap remains.

Step 7: Save and provide confirmation

Save the reservation and give the guest the confirmation reference through the approved communication method.

Expected result: The reservation is confirmed once.

Step 8: Verify operational follow-up

Reopen the calendar and check Cleaning Schedule around checkout. Confirm the stay appears on the intended unit and required turnover work is planned.

Expected result: Reservations and operations are aligned.

How to confirm the workflow is complete

• Refresh the destination list or calendar and confirm the saved record appears only once.
• Check the unit, date, status, owner or assignee, and any linked record before leaving the page.
• Open the next downstream view mentioned in the guide and confirm it shows the same information.
• Record an internal note when the action corrects historical data or changes another person’s responsibility.

Common issues and what to do

The expected record is missing

Clear old filters, check the date and business context, then search by the most specific identifier available. If the data comes from a connected provider, check connection and mapping status before recreating it manually.

A button is disabled

Look for a required field, incomplete checklist item, missing permission, locked lifecycle status, or unresolved linked task. Complete the highlighted requirement instead of trying to bypass it.

The page shows different information after refresh

Another user or integration may have updated the record. Compare timestamps and the source system, then apply the correction in the system that owns the data.

You are unsure whether to continue

Stop before cancelling, overwriting, revoking, or issuing a financial document. Ask the workflow owner to confirm the intended outcome and add that decision to the internal record.

Best practices

• Use clear names that make sense to a new team member without extra context.
• Prefer the smallest safe scope for bulk actions, filters, permissions, and date ranges.
• Keep guest-facing communication separate from internal diagnostic notes.
• Verify a high-risk change in a second view before considering it finished.
• Update the source configuration when the same correction is needed repeatedly.