Hotel Reservations

Posted on August 9, 2009
Filed Under Calendar | 44 Comments

As an extension of my reservation spreadsheets, I made this hotel reservations spreadsheet with the same template of my car rental reservation spreadsheet. You can use this if you manage a small hotel or rooms and you don’t want to use any complicated software to manage your reservation.

The guidance on using this spreadsheet is about the same with car rental reservation spreadsheet, where I re-type it as follows :
1. Go to availability worksheet and put your room type and number in the corresponding column. There are samples there that you can modify. You can continue the number by putting your room information and the reservation column will be revealed automatically.
2. Put your start date reference. This start date is used for the scroll bar as its scroll start date.
3. There are two dates next to the Hotel Availability Table title to help you monitor the reservation window.
4. All reservation information in that window will be differentiated by the color. The blue color means that the room is available on that date, red color means that the room is reserved, and yellow color means the room is double booked, so you have to adjust the reservation.
5. Once you see that the room is available on customer requested date, go to Room Reservation worksheet to fill your customer information.

Since this is a simple template, you can modify it to suit other type of reservations. You can download the file here.

You can read and download my other templates below :

Tags: booking, hotel, hotel booking, reservation, reservation spreadsheet, room reservation

Comments

44 Responses to “Hotel Reservations”

Booking Calendar | Excel Templates on August 10th, 2009 5:23 pm

[...] can read my previous hotel reservations spreadsheet. And if you are clear enough with above short explanation … you download the file [...]
Crystal Wells on September 3rd, 2009 6:18 pm

is this free to use forever?
Kamal Shah on September 4th, 2009 8:49 pm

This is a great template. Is there anyway to have it work so that when you enter check in date and you can add how many nights so you do not have to type in check out date ?

Also when you for example have a 3 nt reservation checking in say jul7 and out on 10 jul, the availibilt calender show the night of 10 jul occupied. So on the availibilty chart it actuall shows four nights blocked off.

If there is a way to do it, it would help me tremdously.

Thanks
admin on September 7th, 2009 2:52 pm

@ Crystal : Yes, it is free forever
@ Kamal : Thank you for reminding me about checkout date. I just realized that the checkout date shouldn’t be occupy the room. I have fixed that in the latest version. You can download it again. And I will consider about filling the number of nights instead of checkout dates in the next version. Cheers.
Kamal Shah on September 8th, 2009 8:42 pm

Thank you for doing that.Appreicate your help.
Kamal Shah on September 9th, 2009 12:31 pm

Hello:

I was wondering if I could hire your services to customize this template for my business. Please provide me with an e-mail address or phone no so we may discuss.

You can e-mail me the details.

Thank you

Kamal
Restaurant Reservations | Excel Templates on September 12th, 2009 4:29 am

[...] my reservation spreadsheets on hotel, car, and banquet hall which based on day reservations, this reservation spreadsheet is based on [...]
Tony Chaar on September 22nd, 2009 9:14 am

Hi,
Is there any way that i can link an invoice and receipt to the hotel reservation form?

Thank You
John Fisher on September 23rd, 2009 5:58 pm

Is there anyway the name of the room occupant can be shown on the availability page so you can see if it is possible to switch rooms, without having to scroll through the reservation page.

And the idea of linking the invoice (and possibly a booking confirmation letter) would be very useful.

Thanks for a great tool. It works really well
Tony Chaar on September 24th, 2009 1:50 pm

Hi again,

In the hotel booking we have 48 room, i have added another 20, but iam not seeing the added rooms in the combo box in the reservation sheet iam only seeing room numbers till 48, can you help with this.

More, i have modified the formula in the Calendar form to let the added rooms shown in it and it works, exept the above.

Thank You
Joshua on October 8th, 2009 2:19 pm

Please advice on how to change availability by use of colour.Changing from blue-available to red-not available.
Thank you.
Admin on October 16th, 2009 4:45 am

@ Kamal : Thank you for your offer, but this time I am just making free templates as my hobby and do it in my leisure time.

@ John : Probably later, or you can try to modify by yourself.

@ Tony : I will consider about linking to invoice and receipt, but later. And about your other question, I have answered it in “Booking Calendar” post.

@ Joshua : Read my answer in “Booking Calendar” post

Regards
Ion on October 30th, 2009 11:34 pm

It is exist a possibility to make an template who can store the entrance of documents (date of entrance, to whom it is distributed and if it is solved, from who it came an so on?)
Thank you
Lana on November 17th, 2009 4:31 am

Hello,

I love the spreadsheet. But can I somehow modify it that you can scroll through the whole year, instead of 3 months ? If yes, how then?
Thank you
Skinner on December 11th, 2009 4:18 pm

Great spreadsheets. Is it possible to add the cost for each room and have a different spreadsheet to analyze the income earned etc?
Sheila on May 5th, 2010 12:25 pm

Template very useful but have a problem when trying to add comment for instances paid etc. When I add comment it stays in the same place and moves along with the date when you scroll along. Is there any way to add a comment without it doing this.
Vijay on May 18th, 2010 10:39 am

Hi,

Is there a way you can explain how you inserted the scroll bar on the top to navigate the dates?

Thanks,

Vijay
Vijay on July 9th, 2010 9:43 pm

Hi there,

May I request if you are working on Jon’s request about having the names of guests in the color coded sheet? I was trying to do a reverse lookup but I haven’t suceeded in it yet.

Thanks,

Vjay
marnia on July 22nd, 2010 4:07 am

OMG.. these totally work with our reservation people. They no longer suffer migraines. You’re an angel. Thank you so much ^_^
K on August 5th, 2010 3:59 pm

hello, please help!!! this is great but when I change details it does not work it out for me…how can I keep the formula for the red,blue booking etc but change the names in the columns and add more columns?

Thank you
Abbas Yolcu on October 23rd, 2010 6:12 pm

Thanks for this spreadsheet. I hope getting the ‘guest name’ on the red shading is the first thing on your ‘to do list’ for the next version.
Blank Fax Cover Sheet : on October 28th, 2010 10:39 am

i always get my hotel reservations in advance specially during peak seasons*;’
Kine on November 1st, 2010 12:42 pm

Easy, fast- i like this. 1 minutes, install and use, booking online, manager room system dailywp.com/demo/hotelpress/
Wall Hooks %0A on November 17th, 2010 3:33 am

i always make sure that i got a hotel reservation at least 1 week in advance to ensure that i got a reservation .’*
L Sharma on November 24th, 2010 11:52 am

There are three colours as you mentioned i.e. red, blue and yellow. Now there are some formulas in red and blue cells whereas I cant find the same in yellow. Lets say, there are only two types of occupancies i.e. single and double and the room numbers are given accordingly. How to proceed??

Waiting to hear from you.

Thanks
posizionamento siti on March 4th, 2011 6:45 pm

Thank you very much for this example of hotel reservation. it was very helpful to me.

Have a nice day,
S.
ametaxas on April 15th, 2011 6:51 am

Great work. As a next step I put some formulas in order to get statistics (occupancy,etc).
How can we get revenue by booking, ie obtain a total price per stay from an agency contract (price per room, per room type, per season)?

Waiting to hearing from you soon

A Metaxas
mack on April 30th, 2011 10:17 pm

Hi I was wondering how do I make a booking
the instructions look very simple but for some reason I cant figure this out
scott morgan on June 28th, 2011 12:56 am

thanks for sharing this..
We have a 5 room Inn, pretty simple. I was starting to make my own spreadsheet and then found yours. Started setting it up. Updated the current date on the availability worksheet and revised for our 5 rooms. Now am playing around with some sample reservations and not seeing any changes to the availability sheet. Will just putting the dates into the res. sheet confirm a reservation and link to the availability sheet or am I missing something. ?
thanks
scott
Larry on July 15th, 2011 10:11 am

Hey awesome, I was creating something similar for my small management company, but was getting way to complex! this does the job great! one question I have is I would like to graph the occupancy, the calculations are simple, using the availability screen, but do you know how to graph more then the 15 days at a time? your help is much appreciated!
laura on July 17th, 2011 10:46 pm

HI! I need this! How can I download it?
Terence on July 22nd, 2011 7:30 am

Hello,

i just want to say thank you for this spreadsheet! You are very kind in sharing your knowledge. Its been really usefull!!..
would you have something for payroll??

kind regards and thank you again
Frank on July 27th, 2011 10:44 pm

Hey, great spreadsheet. Thank you. I’m going to try and modify for car reservations.
John on August 13th, 2011 7:43 am

Tried downloading but no luck can you tell me how to download?
John
amed on August 22nd, 2011 10:06 am

@scott. If you modify the rooms and it doesnt reflect in the availability sheet, make sure the room type also matches in both spreadsheet.
hannes on August 31st, 2011 10:04 am

available for excel2010? the day function “=TEXT(WOCHENTAG(F7);”ddd”)” does not work there…

thanks! Hannes
BEN on September 24th, 2011 10:46 pm

Thank you so much.
I am in the military and was pulling my hairs out on how to schedule barracks to soldiers till I stumbled into your template.
Not being to tech savvy, is there any way of getting report of usage and total occupants by periods?
Thanks and God bless and reward you for sharing.

SFC Ben
Liza Silva on September 26th, 2011 4:45 pm

Hi there, I am in the holiday rental business and am struggling to find an rental calendars for my bookings. It needs to allow for multiple unit as well as offering a yearly view of all villas availability and bookings.

Can you help?????

Liza
ros on October 1st, 2011 3:26 pm

i would like to get a free version of hotel reservation in excel format.

Thanks
ros on October 1st, 2011 3:27 pm

get free template of reservation for a hotel
kokkinos corfu on November 19th, 2011 8:24 am

special thnx very much
Paul on April 17th, 2012 9:43 pm

We are using your excellent spreadsheet for the rental of our beach house. Can you help me to modify the hotel reservation spreadsheet so that the cell for the renter’s checkout day is either shaded red or, we’d prefer, is half-shaded red.

Thanks,
Paul
Sunny on May 3rd, 2012 9:15 pm

Does any one submitted diley sheet for hotel and motel and also receipt templets for hotel and motel
Sunny on May 3rd, 2012 9:19 pm

how to add a persons name on availability calender.