Managing Bookings
Handle reservations from confirmation to checkout.
Bookings are the core of your day-to-day operations in Tuluyan. This guide covers everything from receiving a new reservation to completing checkout.
Booking Statuses
Every booking in Tuluyan follows a clear pipeline. Understanding these statuses helps you stay organized and ensures nothing falls through the cracks.
| Status | What It Means |
|---|---|
| Pending Deposit | A guest has submitted a booking request and is waiting to pay their deposit. This is the starting state for all new reservations. |
| Confirmed | You have verified and recorded the guest's deposit payment. The booking is locked in and the unit is reserved for the guest's dates. |
| Checked In | The guest has arrived and been assigned to a specific unit. The booking is active. |
| Completed | The guest has checked out. The booking is finished and the unit is available again. |
| Cancelled | The booking was cancelled by the guest or the operator. Refund rules are determined by the product's cancellation policy. |
Bookings move forward through statuses: you cannot skip steps. A booking must be confirmed before check-in, and checked in before it can be completed.
Confirming Deposits
When a guest makes a booking, they will need to pay a deposit before the reservation is confirmed. As an operator, you record the payment once you have verified it.
To confirm a deposit:
- Open the booking from your dashboard or the bookings list
- Click Confirm Deposit
- Select the deposit type:
- 50% deposit: half of the total booking amount
- Full payment: the entire booking amount upfront
- Custom amount: enter a specific deposit amount
- Choose the payment method the guest used:
- GCash
- QRPH (QR-based bank transfers)
- Credit/Debit Card
- Bank Transfer
- Cash
- Add any reference number or notes for your records
- Save, and the booking status moves to Confirmed
Most Filipino guests prefer GCash for deposits. Make sure your payment details are visible on your property page or in your booking confirmation messages so guests know where to send payment.
Checking In Guests
When a guest arrives, you check them in through Tuluyan to track occupancy and assign them to a specific unit.
- Open the confirmed booking
- Click Check In
- Select the unit to assign (the system shows available units for the booked unit type)
- Confirm the check-in
The unit is now marked as occupied and the booking status changes to Checked In.
Walk-In Bookings
Not every guest books online. For walk-in guests, you can create a booking directly from the dashboard:
- Go to Bookings and click New Booking (or use the AI copilot)
- Select the property, product, and dates
- Enter guest details
- You can immediately confirm the deposit if the guest pays on the spot
- Proceed to check-in right away if the guest is ready to move in
Walk-in bookings follow the same status pipeline, the only difference is that you are creating the booking on behalf of the guest.
Completing a Booking
When the guest checks out:
- Open the active booking
- Click Complete
- Review any outstanding balance
- The booking is marked as Completed and the unit becomes available
Cancellations
Guests can request cancellations, or you can cancel a booking from your end. The refund amount depends on the cancellation policy attached to the product:
- Flexible: full refund if cancelled 1 or more days before check-in
- Moderate: full refund at 5+ days, 50% refund at 1+ day
- Strict: 50% refund at 7+ days, no refund after that
For custom policies, the refund is calculated based on the rules you defined. See Cancellation Policies for details.
Cancelling a confirmed booking may require you to process a refund through the original payment method. Tuluyan calculates the refund amount but does not process the actual transfer; you handle that directly with the guest.
Calendar View
The calendar view gives you a visual overview of all bookings across your units. Use it to:
- See which units are occupied, reserved, or available at a glance
- Spot gaps in your schedule for walk-in availability
- Navigate between dates to plan ahead
Access the calendar from the Calendar section in the operator dashboard.