Find Reservations Across Your Properties
When you run more than one property, you can see the reservations of all of them in one list instead of switching property by property. The same search field finds a reservation from anything you know about it (a name, an email, a phone number, a room or a reservation ID), without choosing first what kind of information you are typing.
1. Who Can Use This Feature?
The Reservations, Arrivals, Departures and In Hotel lists require the Host role (host). Searching works on every one of them, for a single property and across the account.
The account-wide view is available to the roles that work across properties: they find an Account entry in the property switcher at the top of the sidebar. It lists only the properties your user has access to. If you see single properties only, your role does not include the account level; ask an account administrator or request the change via a Support Ticket.
The condition chips (Action required, Open activity, All good) require Platform pricing, at property and at account level alike.
2. Reservation Lists Across Your Account
- Open the property switcher at the top of the sidebar.
- Choose Account.
- Open Reservations, or Arrivals, Departures or In Hotel under it.
The list now shows the reservations of every property you have access to. Each row shows the property name under the unit, so you can tell the properties apart at a glance. Dates are read in each property's own time zone: with Arrivals set to today, every property shows the arrivals of its own local day.
When you open a reservation from the account list, the Reservation Detail Drawer uses that reservation's property for currency, times and related tasks.
a) Narrow the List to Some Properties
With Account selected, the toolbar carries a Property filter. Pick one or more properties to show only their reservations, or clear it to see all of them again. The list goes back to the first page whenever you change the selection.
b) Condition Chips Across Properties
The condition chips count the reservations of exactly the properties the list shows: all of them, or the ones picked in the Property filter. Selecting a chip filters the list as it does for a single property. Use them to see which property needs attention before you open it. What each condition means is explained in Understanding Reservation Conditions.
3. Searching for a Reservation
Type into the search field of the list. The search starts from the third character; with one or two characters the list stays unfiltered.
a) What the Search Looks At
One search field covers all of these at once:
- the guest's first and last name, email, address, postal code, city and license plate
- the primary guest, the booker and every travel companion on the reservation
- the room (unit name)
- the reservation ID and the confirmation number
Small typos are tolerated, and the start of a word is enough: "Mül" finds "Müller".
b) How Several Words Combine
Every word you type has to match. "John Smith" finds John Smith, not every John and every Smith.
- The words that match a guest have to match the same guest. "Marco Gatto" finds Marco Gatto, not a Marco travelling with someone called Gatto.
- A word can also match the reservation itself, so "Smith 501" finds Smith in room 501.
- Up to five words count. Single letters are ignored, and a word typed twice counts once.
c) Emails, Phone Numbers and IDs
- Email: a word containing
@is looked up in email addresses only. Part of an address works too ("anna.meier@"). - Phone number: when everything you type is one phone number of six digits or more, the search looks at phone numbers, license plates and reservation IDs. Spaces, brackets and the country code are fine: "+41 79 755 68 67", "0041 79 755 68 67" and "079 755 68 67" all find the same guest. Shorter numbers, such as a room number or a postal code, never match a phone number.
- Reservation ID and confirmation number: type them in full, exactly as they appear on the reservation.
4. Paging Through the Results
The lists no longer show a total count. The pager shows the rows on screen (for example "1-25") and moves with previous and next; the exact total appears once you reach the last page.
While a search is active, the condition chips are hidden. They return as soon as you clear the search field. To narrow a search by condition, add the condition filter from the list's filters instead.
Export works for one property at a time and is not offered with Account selected. It is disabled when the list holds more than 500 reservations; narrow the list with filters to export.
5. Troubleshooting
| Problem | What to check |
|---|---|
| Typing does nothing | The search starts from the third character. |
| A property is missing from the account list | The list shows only the properties your user has access to. Check the Property filter too, which may still hold an earlier selection. |
| "First and last name" finds nothing | Both names have to be on the same guest. Search for one name, or add the room instead. |
| A name with an umlaut is not found | "ue" and "ü" are not treated as the same letter, so "Mueller" does not find "Müller". Search with the spelling used on the reservation, with the start of the name, or with another detail such as the email or the room. |
| A reservation ID or confirmation number finds nothing | Type it in full. A part of the number is not enough. |
| The condition chips disappeared | They are hidden while a search is active. Clear the search field to see them again. |
| Export is missing | It is not offered with Account selected. Switch to a single property. |
6. Conclusion
With Account selected, Reservations, Arrivals, Departures and In Hotel show every property you have access to, and the Property filter narrows them to the ones you need. The search field takes whatever you know about a reservation and requires every word to match. For the work on a single reservation, continue in the Reservation Detail Drawer; for how the account and property levels relate in general, see Account and Property Scope.