Beta: Managing owner reservations

This article is relevant for:

You can manage new reservations for owners, including those made on behalf of friends and family, via the Multi-Calendar or the Owners Portal. New owner reservations function like standard guest reservations, while previous owner stays retain their original functionality.

Note:

Accounting users can create recurring owner charges for owner reservations using a business model.

Before you begin:

Accommodation fares and additional fees can't be added to an owner reservation, which does not generate a financial invoice. Balances for owner reservations will always total 0 (zero).
If you need to collect payments from owners or their friends and family for their reservations, you can create a manual guest reservation for an owner instead. This will allow you to include accommodation fares and additional fees, which will generate a financial invoice.
When an owner reservation is created on a listing with Smart Calendar Rules, the dates for the related listing will also be blocked according to the Smart Calendar Rules.
An owner reservation can't be moved to another listing.
The channel or source of an owner reservation can't be changed.
A cancelled owner reservation can't be restored. You or the owner will need to create a new reservation.
Once an owner reservation is canceled, the dates will be available on all booking channels.
If a calendar block prevents you from creating an owner stay in the Owners Portal, review the listing’s availability settings. Disable flexible blocks, such as advance notice if necessary, or remove the block directly from the Multi-Calendar.

Create an owner reservation

You can create owner reservations for owners, or for their friends and family, directly in Guesty via the Multi-Calendar. Alternatively, enter the Owners Portal to create a new owner reservation. Dates for owner reservations will be blocked across all booking channels.

Via the Multi-Calendar

Follow the instructions below to create an owner reservation via the Multi-Calendar.

Important:

For multi-units and complex units: You must assign the owner to a sub-unit first.

If the owner is assigned to the parent-unit, but not the sub-unit, the reservations won’t sync with the Multi-Calendar.

Step by step:

Sign in to your Guesty Account.
In the top navigation bar, click to enter the Multi-Calendar.
Locate the relevant listing and select the required dates.
Click New owner reservation.
Select the relevant owner from the dropdown menu.

If the reservation is for friends or family, check the box next to Friends & family details. Select New guest or Existing guest and fill in the required details. This information will serve as the guest's contact details.
Click Create reservation.
The owner reservation will be added to the Multi-Calendar and be visible to the owner in the Owners Portal.

Via the Owners Portal

The property calendar can be viewed under the "My Properties" page in the Owners Portal. When reservations are enabled, this is where you and your owners can create owner reservations. Each property calendar shows the listing's availability, reflecting all reservations including owner reservations. For listings with multiple owners, reservations marked in dark blue with a keys logo on the calendar indicate an "other owner stay".

Owner reservations are marked in blue, such as 27 Oct - 01 Nov in the image above.

Follow the instructions below to create an owner reservation via the Owners Portal.

Step by step:

Sign in to your Guesty Account.
In the top navigation bar, click the mode selector and select Operations mode.
Click Owners.
Select the relevant owner.
Click Preview Portal. This will open the Owners Portal in a new tab.
Select the relevant listing.
Click on a specific date on the calendar, or on the + icon located at the bottom right of the calendar.
If the reservation is for the owners, enter the relevant information. It is optional to add a note.

If the reservation is for friends or family, check the box next to Reserve for friends & family. Select New guest or Existing guest and fill in the relevant details. A first name, last name, and email address are required to make a reservation. This information will serve as the guest's contact details.
Click Create reservation.

Update or cancel an owner reservation

A new owner reservation is managed like a guest reservation and can be edited and canceled as needed via the Multi-Calendar or the Owners portal.

Important:

We do not recommend changing the name on an owner's reservation as this will update all current and future reservations for the owner, potentially causing confusion if reservations display an unexpected name.

If the reservation for friends and family, select 'Reserve for Friends and Family' and enter the guest names. This will create a separate contact profile.

Via the Multi-Calendar

Follow the instructions below to edit or cancel an owner reservation via the Multi-Calendar.

Step by step:

Sign in to your Guesty Account.
In the top navigation bar, click to enter the Multi-Calendar.
Locate the relevant listing.
Click on the owner reservation to open the reservation widget.
An owner reservation is marked in dark gray with a logo. When you hover over it, the tooltip will indicate that it is an "owner reservation". If it is a new owner reservation, the tooltip will include an "Owner" or "Owner-guest" tag, and balances will appear as "0" for owner reservations.
Similarly to a guest reservation, click in the top right of the reservation widget.
Select Edit reservation from the dropdown menu to manage the reservation.
Make the necessary changes and click Save.

You can also click the ellipsis icon and select Go to inbox to visit the relevant thread in the Guest Inbox. In the Guest Inbox, an owner reservation will be indicated as "Owner" with a key logo on the contact icon.

In the reservation widget on the right, click the Pencil icon to edit or cancel the owner reservation. Click Save to apply the changes.

Click the expand icon to open the reservation summary page where you can edit or cancel an owner reservation like any other.

Via the Owners Portal

Follow the instructions below to edit or cancel an owner reservation via the Owners Portal.

Step by step:

Sign in to your Guesty Account.
In the top navigation bar, click the mode selector and select Operations mode.
Click Owners.
Select the relevant owner.
Click Preview Portal. This will open the Owners Portal in a new tab.
Select the relevant listing.
To edit an owner reservation, click on the owner reservation marked in blue. In the sidebar, make the necessary changes and click Apply changes.

To cancel an owner reservation, click Cancel reservation in the sidebar and confirm the action in the popup.

Communications with owners about owner reservations

When you or an owner first create an owner reservation, a guest profile is automatically generated and tagged as "Owner". Manually creating an owner-tagged contact is not supported. Future owner reservations will be linked to this profile, which includes the owner’s email by default. The email address can be updated in the guest profile without affecting the owner's profile.

New owner reservations made on behalf of friends or family, a full name and email are required. Once confirmed, a new guest profile is created using this information and tagged as "Friends and family". This profile can be managed like any other contact.

Automated messages and conversations linked to owner reservations, including reservations for friends and family, will be displayed in the Owners Inbox. Standard guest communications will continue to be directed to the Guest Inbox.

Owner reservations in Reservation reports

Owner reservations—whether for personal stays or for friends and family—will appear in the Reservations report of your Guesty account and on the Owners Portal.

Reservations for owners are assigned an "Owner" channel and reservation source, while those for friends and family are assigned an "Owner-guest" reservation source.