Understanding the Paid reservation status manager agent

The Paid reservation status manager is an agent that finds reservations that are fully paid but still have a "Reserved" or "Awaiting payment" status, and helps you update them to "Confirmed".

Updating the reservation status ensures your calendar, reports, and financial records are accurate. Once you approve a status change, the agent updates the reservation in Guesty and confirms the booking on the relevant channel. This action is irreversible.

Limitations

Review the following limitations before using the Paid reservation status manager agent:

• Calendar blocks: The agent can only assess reservations that currently block the property's calendar. If a "Reserved" booking doesn't have an active hold on the calendar, the agent cannot see it.
• Run size: Each run scans all reservations in the window and assesses up to 100 of them. 60 slots are prioritized for reservations with the nearest check-in dates, and the remaining 40 slots rotate through your backlog of older reservations.
• Unreadable balance: If the agent cannot read a reservation's balance for any reason, it will be noted in the run report. The agent never assumes an unreadable reservation needs a status change.

Understand the Paid reservation status manager agent

The Paid reservation status manager agent runs automatically once a day at 07:00 UTC. The agent can also be triggered manually.

During each run, the agent does the following:

1. Checks for reservations with a status of "Reserved" or "Awaiting payment".
2. Identifies which of those have nothing left to pay. A partial payment is not enough, and a reservation with a zero balance that was never charged is skipped.
3. Suggests changing the status of each fully paid reservation to "Confirmed", which you must approve or decline individually.

The order of operations depends on the reservation's original status:

• For reservations with a "Reserved" status: The agent first confirms the booking on the channel, then updates the status in Guesty. This order is required by the booking channels.
• For reservations with an "Awaiting payment" status: The agent updates the status to "Confirmed" in Guesty only. It cannot automatically notify the channel. The run report will flag that the channel was not updated so you can notify them manually.

Run the Paid reservation status manager agent manually

In addition to the scheduled run, you can trigger the agent manually at any time from the Agents hub.

1. Sign in to your Guesty account.
2. In the side navigation menu, select Agents hub.
3. In the left submenu, click All agents.
4. At the top, select the Operations tab.
5. Click the Paid reservation status manager tile.
6. Under "When it runs" click Run now.

Review the results and status of the run in the activity feed.

Review the activity feed

1. Sign in to your Guesty account.
2. In the side navigation menu, select Agents hub.
3. In the left submenu, click Agent activity.
4. Click the relevant row with the agent's name to review the report details in the right side panel. 

Understand the report status and details

The report will have one of the following statuses:

• Done: The run completed successfully.
• Action needed: The run requires your attention. This could mean a status change failed, an approval wasn't applied, a channel couldn't be notified, approval was canceled, or the agent couldn't assess any reservations.

The report shows each flagged item with the following details:

• A list of reservations that were successfully updated to "Confirmed".
• A list of reservations that could not be notified automatically.
• The number of reservations still in the queue to be checked in future runs.
• The estimated number of runs required to check your full backlog of reservations.

Review and act on status change suggestions

When the agent identifies reservations that can be moved to "Confirmed", it pauses and waits for your approval. You have 72 hours to approve or decline the suggestions before the approval window expires.

Approve or decline status changes

1. For each reservation, review the details on the card which include the balance, amount paid, stay dates, property, and booking source. Click the reservation to open it.
2. Choose one of the following options:
   • Approve: Immediately changes the reservation's status to "Confirmed".
   • Decline: Skips the reservation without changing its status. The agent will raise this reservation again in the next run.
   • Approve all: Approves all suggested status changes at once.
   • Decline all: Declines all suggested status changes at once.

If you don't approve or decline within the 72-hour window, the suggestions expire. Clicking "Approve" on an expired suggestion will have no effect.

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