How to manually create a reservation for walk-in, phone, or e-mail bookings
Create a manual reservation in Little Hotelier
You can create manual reservations in Little Hotelier for walk-in guests, direct bookings made by phone or e-mail, and travel agency bookings.
💡 Before creating a reservation, refresh your browser (desktop) or refresh the app (mobile), then click View Today to make sure you're working with the most up-to-date availability to avoid double bookings.
Create a reservation
You can create a manual reservation from two places:
Calendar: click the +Reservation button.
Reservations: click Create reservation.
Enter room and rate details
Select the guest's check-in and check-out dates.
Select the Room type from the dropdown list.
Select the Room rate from the dropdown list. If you're offering a special price that isn't in the system, leave this field blank and enter the total manually in the Room field instead — the system will prorate the daily rate for you on the final invoice.
Assign a Room number. If you leave this blank, the booking will appear in the Unallocated row until you assign a room manually.
Enter the number of adults, children, and infants.
Apply a Discount if needed, for example for walk-in or direct bookings.
💡 The maximum number of guests permitted is set at the room type level. To check occupancy limits, go to Rooms and Rates > Room Types.
To add multiple rooms to a single invoice, click +Add another room. If you need separate invoices, create separate reservations instead.
⚠️ The extra person fee is set at the rate plan level. To change it, go to Rooms and Rates > Rate Plans, click the arrow next to the relevant rate plan, select the room type, then click Edit.
Enter guest information
Complete all required fields in the Primary contact section: name, e-mail, phone, address, and ID type.
Use the Guest comments field to record special requests, for example "Ground floor required." These comments appear on the confirmation e-mail sent to your guest.
Click Save to create the reservation.
Manage the manually created reservation
Once saved, you can manage the reservation you manually created using the action buttons at the bottom of the form:
Status dropdown: update the reservation from Confirmed to Checked-in or Checked-out as the guest progresses through their stay.
Email: send the invoice, summary, or confirmation to the primary contact. If you need to send to a different address, update the primary contact e-mail first, then click Save before sending.
Language: select the language for the confirmation e-mail before sending.
Print: generate a PDF of the invoice, summary, or registration form.
Record payment: record a payment made via external terminal or cash.
Cancel booking: use this only for manual reservations. For OTA bookings from channels such as Expedia or Booking.com, you need to cancel via the channel directly.
Use the reservation tabs for additional details
At the top of the reservation, you can manage additional details using the tabs:
Guests: add names and details for additional occupants.
Inclusions: view items included in the selected rate, for example breakfast.
Extra items: add items such as laundry or extra beds.
Payments: view a full audit trail of all transactions, refunds, and charges.
Notes: record internal staff notes, for example "VIP guest" or "moved from room 101." Guests cannot see these notes.
Invoice: generate invoices and track when they were printed or viewed.