Knowledge base > Create offline reservation

How to Create an Offline Reservation in Zleeper

Sometimes guests contact your property directly instead of booking through an Online Travel Agent (OTA) such as Agoda, Traveloka, or Booking.com. This may happen through:

  • Phone calls
  • Walk-in guests
  • Email enquiries
  • Social media messages
  • Direct website bookings

When this happens, it is important to add the reservation manually into Zleeper.

By recording the booking in Zleeper, the system will automatically update your room availability and inventory across all connected OTA channels, preventing overbooking and keeping your calendar accurate.

Step 1 — Open the Calendar

First, go to the Calendar menu in Zleeper.

The calendar view shows important information for your property, including:

  • Property Name – the selected property you are managing
  • Room Types & Rooms – the rooms available at your property
  • Dates – displayed across the calendar
  • Room Prices – daily rates for each room

This view helps you quickly see availability and pricing before creating a booking.

Step 2 — Start a New Booking

To create an offline reservation:

  1. Click the Add New Booking button located at the top right of the Calendar page. Alternatively, you can also click any date directly on the calendar to initiate a new booking for that selected date.

  2. A booking form popup will appear.

This popup is where you enter all reservation details.

Step 3 — Select the Booking Source

First, choose where the booking came from.

Examples of booking sources include:

  1. Phone Call
  2. Walk-in Guest
  3. Email
  4. Tikets.com
  5. Direct Booking
  6. Other Offline Channels

Tracking the booking source helps you analyse where your reservations are coming from.

Step 4 — Select Room and Stay Dates

Next, choose the room details.

You will need to select:

  • Room Type – for example: Deluxe Room
  • Room Name / Room Number – for example: Room 101
  • Check-in Date
  • Check-out Date

Zleeper will automatically check the calendar to ensure the room is available for those dates.

Step 5 — Adjust the Price (Optional)

Inside the booking popup, you can modify the room price if necessary.

For example:

  • Offering a special price for a walk-in guest
  • Providing a discount for long stays
  • Adjusting the rate during low season

Important note:

Changing the price in this booking will NOT change your base room rate or rate plans.
It only applies to this specific reservation.

Step 6 — Enter Guest Details

Next, enter the guest information.

This includes:

  • Number of Adults
  • Number of Children
  • Guest First Name
  • Guest Last Name

The main guest listed here will become the primary contact person for the reservation.

This helps you track:

  • Who is staying in the room
  • Who to contact if needed
  • Guest history for future bookings

Step 7 — Add Extras or Add-Ons (Optional)

If the guest requests additional services, you can add them to the booking.

Examples include:

  • Extra Bed
  • Breakfast
  • Airport Pickup
  • Laundry
  • Late Check-out

To add an add-on:

  1. Select the Add-On item
  2. Enter the price
  3. Enter the quantity

Example:

Extra Bed
Price: Rp 100,000
Quantity: 1

Zleeper will automatically include this in the reservation total.

Step 8 — Add Special Requests

Guests often have special requests.

You can record them in the Special Request section so your team will remember.

Examples:

  • Guest requested food delivery at 5 PM
  • Guest prefers high floor room
  • Guest arriving late at night
  • Guest needs airport transfer

Recording these notes helps your staff deliver better guest service and avoid mistakes.

Step 9 — Fill in Order Details

Next, complete the Order Details section.

This section identifies the person responsible for the booking payment or invoice.

The contact person may be:

  • The same as the guest
  • A company representative
  • A travel agent
  • A friend or family member booking on behalf of the guest

If you send invoices later, they will be sent to this contact person.

Step 10 — Choose Payment Method

Select how the guest will pay for the reservation.

Available payment methods may include:

  • Credit Card
  • Bank Transfer
  • QRIS
  • Cash
  • OTA Payment

This helps you keep track of how the payment is processed.

Step 11 — Set the Payment Status

Next, choose the payment status.

Available options include:

Confirmed: The reservation has already been paid in full.

Pending: The reservation has been created, but payment has not been received yet.

Rejected: The booking has been cancelled or declined.

Setting the correct status helps your team track which reservations are secured and which still require payment.

Step 12 — Confirm the Reservation

Once all information is completed:

Click Confirm Reservation.

Zleeper will immediately:

  • Block the room for those dates
  • Update availability in the calendar
  • Sync inventory with connected OTA channels

This ensures accurate room availability across all booking platforms.

Step 13 — Send an Invoice (Optional)

After confirming the reservation, you will have the option to send an invoice to the customer.

The invoice typically includes:

  • Guest name
  • Room details
  • Stay dates
  • Price breakdown
  • Add-ons
  • Total amount due
  • Payment instructions

This allows guests to complete payment easily and keep a record of their booking.

Always record direct bookings in Zleeper immediately to avoid double bookings from OTA platforms.