Booking Management Dashboard Help
Overview
The Booking Management dashboard is the admin interface where facility managers view and manage all guest reservations, check availability on a calendar, manage room types, and configure the booking settings used to generate guest booking URLs.
The dashboard has four top-level tabs:
- Reservations — View all guest reservations with status and date filters
- Calendar — Availability calendar (Month, Week, and Timeline views). Click empty cells to create a reservation; click existing blocks to view details.
- Room Types — Create and manage the room types offered at your facility
- Configs — Create, edit, delete, and share reservation configuration links
How to Access
From the main navigation, select Booking Management. The Reservations tab is shown by default.
You can navigate directly to any tab by appending a query parameter to the URL:
| Tab | URL parameter |
|---|---|
| Reservations | (default, no parameter needed) |
| Calendar | ?tab=calendar |
| Room Types | ?tab=roomTypes |
| Configs | ?tab=configs |
Features
Feature 1: Reservations Tab
The Reservations tab lists guest reservations for this facility, ordered by check-in date (newest first). By default, reservations starting from 7 days ago up to 90 days ahead are shown.
Status Filter
Use the pill-style filter buttons at the top of the list to narrow reservations by status:
| Filter | Shows |
|---|---|
| All | Every reservation regardless of status |
| Application | Reservations received but not yet confirmed |
| Confirmed | Reservations that have been confirmed |
| Checked In | Guests currently checked in |
| Cancelled | Reservations that have been cancelled |
Selecting a filter immediately reloads the list to show only matching reservations. When viewing "All", a count badge appears next to each non-zero status.
Search and Date Filter Bar
Below the status filters is a row of controls for text search, date range filtering, and resetting all filters.
Text Search
Type part of a guest name, email address, or reservation number in the search box. The list updates automatically after a 400 ms debounce pause. Search is case-insensitive.
Date Range Filter (DateRangePicker)
Click the calendar icon to open the date picker and select a start date and end date to narrow the visible date range.
| Setting | Behavior |
|---|---|
| Start date only | Shows reservations starting on or after the start date |
| End date only | Shows reservations starting on or before the end date |
| Both dates | Shows reservations within the specified period |
| Default | 7 days ago to 90 days ahead |
Reset Button
Click Reset to restore the date filter to its default (7 days ago to 90 days ahead), clear the text search field, and reset the status filter to "All".
Reservation Cards
Each card displays:
| Field | Description |
|---|---|
| Guest Name / Email | Name or email of the guest who made the reservation |
| Status badge | Current status (Application / Confirmed / Checked In / Cancelled) |
| Amount | Total reservation amount and currency |
| Unpaid badge | Shown if payment has not been completed |
| Source badge | Color-coded badge showing the booking source (Direct / iCal/Airbnb / OTA) |
| Check-In | Date and time of check-in |
| Check-Out | Date and time of check-out |
| Reservation Number | Internal reservation ID |
| Guest email address | |
| Notes | Any notes attached to the reservation |
Clicking a reservation card opens the Reservation Detail Drawer on the right side of the screen.
Source Color Coding
Reservation blocks and source badges are color-coded by origin:
| Color | Source | Description |
|---|---|---|
| Blue | Direct | Created manually in the dashboard, or via a direct booking URL |
| Sky blue | iCal / Airbnb | Imported from an iCal feed (e.g. Airbnb) |
| Coral | OTA | Reservations from other OTA channels |
Feature 2: Calendar Tab
The Calendar tab gives you a visual overview of reservation availability. You can click an empty area to create a new reservation on the spot, or click an existing reservation block to view its details.
Switching View Modes
Use the header controls to switch between three view modes:
| Mode | Description | Reservation Display |
|---|---|---|
| Month | Full-month occupancy overview | Reservation counts per day + [+] button |
| Week | 7-day grid × unit rows | Reservation bars per room unit |
| Timeline | Hourly view of unit occupancy | Time-based reservation bars |
Use the navigation arrows in the calendar header to move between months, weeks, or days.
Creating a Reservation from the Calendar
Clicking an empty area in the calendar opens the Reservation Creation Drawer on the right side. The date, unit, and time are pre-filled based on where you clicked.
| View Mode | Action | Auto-filled fields |
|---|---|---|
| Month | Click the [+] button on a day cell | Check-in date |
| Week | Click an empty cell | Check-in date + unit |
| Timeline | Click an empty area | Check-in date + unit + time |
Viewing a Reservation from the Calendar
Clicking a reservation block in the calendar opens the Reservation Detail Drawer on the right side.
Feature 3: Reservation Drawer
The Reservation Drawer is the 420 px panel that slides in from the right side of the screen when you click a calendar cell or a reservation card in the list. It has three modes.
Create Mode
A blank reservation form is displayed with date, unit, and time pre-filled from where you clicked.
Form Fields
| Field | Description | Required |
|---|---|---|
| Check-in date/time | Start of the stay | Yes |
| Check-out date/time | End of the stay | Yes |
| Stay type | Toggle between Nightly and Hourly | Yes |
| Room type | Select the room type | Yes |
| Plan | Select the plan for the chosen room type | Yes |
| Guest name | Name of the guest | No |
| Guest email | Email address of the guest | No |
| Notes | Admin-facing notes | No |
Post-Create Actions
After a reservation is created, two action buttons appear:
| Button | Description |
|---|---|
| Send payment link | Email a payment link to the guest |
| Send key link | Email an access code link to the guest |
Detail Mode
Displays a read-only summary of the reservation.
| Field | Description |
|---|---|
| Guest info | Name and email address |
| Dates | Check-in and check-out date/time |
| Amount and payment status | Total amount and paid/unpaid state |
| Access code | Guest-facing door code (if issued) |
| Source badge | Booking origin |
| Edit button | Switches to Edit mode |
Edit Mode
Click the Edit button in Detail mode to switch to Edit mode. The reservation form is shown with all current values pre-filled so you can update and save.
Feature 4: Room Types Tab
Room types define the categories of accommodation or spaces your facility offers. Each room type groups one or more KEYVOX door units and is used as the basis for room-plan mappings in reservation configs.
Room Type Card Information
Each room type card shows:
| Field | Description |
|---|---|
| Name | Display name of the room type |
| Active / Inactive badge | Whether this room type is currently available for booking. Click the badge to toggle. |
| Description | Optional description |
| Capacity | Maximum number of guests per unit |
| Total Units | Total number of physical units of this room type |
| Doors | Number of KEYVOX door units assigned to this room type |
| Sort Order | Display order in the guest-facing booking UI |
Creating a Room Type
- Click the New button in the top-right of the Room Types tab
- An inline form appears below the list. Fill in the fields:
| Field | Description | Required |
|---|---|---|
| Name | Display name shown to guests | Yes |
| Description | Optional description of the room type | No |
| Capacity | Maximum guests per unit | Yes |
| Total Units | Total count of physical rooms of this type | Yes |
| Sort Order | Number controlling display order (lower = shown first) | No |
| Doors (KEYVOX Unit IDs) | Select which KEYVOX door units belong to this room type | No |
| Amenities | Comma-separated list of amenity names | No |
- Under Doors, if your facility is connected to KEYVOX, a list of available units appears as checkboxes. Select the doors that belong to this room type. If KEYVOX is not connected, you can type Unit IDs manually, separated by commas.
- Click Save to create the room type, or Cancel to discard.
Editing a Room Type
Click the pencil (edit) icon on a room type card to open the inline edit form with pre-filled values. Make your changes and click Save.
Toggling Active / Inactive
Click the Active or Inactive badge on a room type card to immediately toggle its availability. Inactive room types are not shown to guests in the booking flow.
Note: Even if a room type is set to Active, it will only appear on the guest-facing booking page if it has been linked to at least one reservation config via a room-plan mapping. Room types that have not been mapped to any config will not be displayed to guests. See Step 2 and Step 3 of the setup guide below.
Deleting a Room Type
Click the delete icon on a room type card:
- A confirmation dialog appears
- Click Delete to confirm — this action is permanent
Note: Deleting a room type removes it and its door assignments. Existing reservations that reference this room type are not affected, but future bookings cannot be made against a deleted room type.
Feature 5: Configs Tab
Reservation configs define the booking rules guests encounter when they use your facility's booking URL. Each config acts as a distinct booking "product" — you can have multiple configs for different room type combinations, pricing structures, or cancellation policies.
Config Card Information
Each config card shows:
| Field | Description |
|---|---|
| Config Name | Display name for this reservation config |
| Active / Inactive badge | Whether this config is currently accepting bookings |
| Currency | Currency used for payments |
| Min Advance | Minimum hours before check-in that a booking must be made |
| Max Advance | Maximum number of days ahead that a booking can be made |
| Policy Tiers | Number of cancellation policy tiers defined |
| Plans | Number of KEYVOX plans linked to this config via room-plan mappings |
Creating a New Config
Click the New button in the top-right of the Configs tab to open the reservation config creation form.
See the Reservation Config Form help for details on each field, including how to configure room-plan mappings.
Editing a Config
Click the pencil (edit) icon on a config card to open that config in the edit form.
Copying the Booking URL
Each config generates a unique guest-facing booking URL. To copy it:
- Click the link (copy URL) icon on the config card
- The URL is copied to your clipboard automatically
- A "Copied" confirmation appears briefly
The URL format is:
https://booking.unlockos.io?facilityId=<facility-id>&configId=<config-id>
Share this URL with guests (via email, your website, or messaging) to let them make reservations using that specific config.
Deleting a Config
Click the delete icon on a config card to delete it:
- A confirmation dialog appears
- Click Delete to confirm — this action is permanent
Note: Deleting a config does not delete existing reservations that were made through it. Only the config itself is removed, preventing new reservations from being created with it.
How to Set Up a Booking Flow (Step-by-Step)
Setting up online reservations for your facility requires three steps in this order:
Step 1: Create Room Types
Go to the Room Types tab and create at least one room type. Assign the KEYVOX door units that belong to that room type.
Step 2: Create Plans
Go to Plan Management and create pricing plans for the room type. Use the "Accommodation" plan type for nightly stays.
Step 3: Create a Reservation Config
Go to the Configs tab, click New, and:
- Enter a config name
- In the Room Type x Plan section, select which room type and plan combinations to offer guests
- Set currency, advance booking limits, and cancellation policy
- Save the config
- Copy the generated booking URL and share it with guests
Important: Only room types that have been added to at least one reservation config (via room-plan mapping) will appear on the guest-facing booking page. Completing this step is required for a room type to be bookable by guests.
Frequently Asked Questions
Q: What is the difference between Application and Confirmed status?
Application means the reservation has been received but not yet processed. Confirmed means the reservation has been accepted and any access code has been issued.
Q: How do I create a reservation from the calendar?
Open the Calendar tab and click an empty area — the [+] button on a day cell in Month view, or any empty cell or area in Week and Timeline view. The Reservation Creation Drawer opens on the right side with date and unit pre-filled.
Q: Where can I see reservations imported from Airbnb?
Both the Reservations tab and the Calendar tab show iCal/Airbnb reservations. They are identified by a sky-blue source badge.
Q: Can I have multiple reservation configs?
Yes. You can create as many configs as needed. This is useful when offering different room types, pricing models, or cancellation policies through separate booking URLs.
Q: What happens to existing reservations if I delete a config?
Existing reservations are not affected. Only new reservations through that config's URL are prevented.
Q: The booking URL I copied — where should guests use it?
Guests open the URL in a web browser to view available dates and make a reservation. You can share it via email, embed it on your website, or include it in a QR code.
Q: A room type I created is not showing up on the guest booking page
A room type only appears on the guest-facing booking page if it has been linked to at least one active reservation config via a room-plan mapping. Check the following:
- Confirm the room type is set to Active in the Room Types tab.
- Open the Configs tab, edit your config, and verify the room type appears in the Room Type x Plan section with a plan assigned.
- If the room type has no plan mapping in any config, it will not be shown to guests even if it is active.
Q: I searched for a reservation but it did not appear
Text search matches guest name, email address, and reservation number. Reservations outside the current date filter range are also excluded. Try clicking Reset to return to default filter settings and search again.
Q: Older reservations are not showing up
The default date filter starts from 7 days ago. To view older reservations, use the DateRangePicker to set an earlier start date.
Q: What does "Total Units" mean on a room type?
Total Units is the physical count of identical rooms of that type. For example, if your facility has 5 standard double rooms, set Total Units to 5. This is used to calculate availability (how many rooms are still open on a given date).
Q: KEYVOX units are not showing up in the door assignment list
This means your facility's KEYVOX integration is not yet configured, or the connection has expired. You can still enter Unit IDs manually. Contact support to re-connect your KEYVOX account.