DEF University / Lesson 19
Lesson 19~6 min

Reservations: calendar + manual bookings.

By the end of this lessonYou'll know how to read the tape chart, add a manual booking, and understand how PMS sync works.
Video coming soon — Eva is recording this

If you run rooms, the Reservations view is your calendar. Three layouts: today, month, and tape. The tape chart is the one you'll live in.

Reservations lives inside My Business (or sometimes as its own tab, depending on your DEF version). Click the Reservations pill at the top.

The tape chart

Vertical axis: each room (or unit) is one row. Horizontal axis: dates. A coloured bar across the row means that room is booked for those dates. Click any bar to see the reservation details.

Colours mean different things: confirmed (blue), pending payment (amber), checked in (green), checked out (grey), cancelled (faded).

You can scroll forward to see the next month or back to see history. A vertical line marks today.

Adding a manual booking

Click any empty cell in the tape chart, or hit the + New booking button. A drawer opens with the fields:

  • Guest name + WhatsApp + email
  • Check-in and check-out dates
  • Room (auto-filled if you clicked on a specific room)
  • Total amount + currency
  • Optional: send a payment link, send a confirmation, add internal notes

Save. The booking appears on the tape chart. The guest gets a confirmation message on WhatsApp from your agent.

Sync with your PMS

If you have a PMS (Cloudbeds, Hostex, etc.), DEF syncs in two directions: bookings from your PMS show up automatically in the tape chart, and manual bookings you make in DEF push back to the PMS (where supported). When the integration is read-only, manual bookings show with a "Solo en DEF" badge — they need to be mirrored to your PMS by hand.

Cloudbeds revenue v3 — optional per org

If you have Cloudbeds connected and your org has this feature toggled on, today's revenue uses a smarter calculation: an overlap window with nightly proration, both in-house and confirmed bookings counted as paid, every booking currency converted to your org's primary currency automatically. This one is per-org optional — ask Flowstate to flip it on if you want it.

Reception alerts

If you have employees with the reception role, DEF can ping them when a new paid booking lands. They get the guest name, the dates, and the room. They prep before the guest arrives. The reception cash-register flow that pairs with this is covered in Lesson 24.

The Reservations tab is the single calendar where every booking — direct, PMS, manual, agent-created — ends up.

Try it now

Open Reservations, scroll to next month, click an empty cell on any room. Don't save — just look at the form fields so you know where everything lives.