Video Library
Demo of ReservationKey primary features
An eight minute overview of the system. Covers all the main features.
ReservationKey System Overview
Thank you very much for considering ReservationKey! The purpose of this overview is to give a quick tour of the system and address some of the most commonly asked questions from new users and clients switching from other platforms, such as Webervations.
The Availability Calendar
The Availability Calendar is the main working screen and will be used most often once your account is set up. Each cell represents a room and a date, with color-coded statuses showing reservation types and availability.
- Two-Night Minimums: Dates with a minimum stay are marked (for example, “2” indicates a two-night minimum).
- Events Bar: Add reminders or notes across the top of the calendar.
- Notes Bar (Orange): Add date-specific notes or tie them to individual reservations.
To add a reservation:
- Click on the desired date and room.
- Or click and drag across multiple rooms and dates to select a range.
- Click Add Reservation.
The Reservation Details Page
This page stores all the key information about each booking.
- Guest Details: Enter or review the guest’s contact information.
- Credit Card Section: Enter card details (if linked to a payment gateway).
- Click Save, then go to the Payments tab to process charges using the orange Charge Card button.
- Edit Options: Adjust rooms, prices, add discounts, or include items for sale.
Changes automatically update on the main calendar. To move a reservation, simply drag and drop it to a new room or date and confirm. You can also change the status (e.g., Confirmed) to update its color on the calendar.
iCal Integration
ReservationKey integrates easily with Airbnb, VRBO, Google Calendar, and others using iCal links.
- Import: Click iCal Links > Add and paste your Airbnb/VRBO calendar URL to import bookings into ReservationKey.
- Export: Copy the provided ReservationKey iCal link and paste it into your Airbnb/VRBO account so your external calendar receives updates automatically.
- You can assign special statuses (e.g., Airbnb) or use custom colors for imported reservations.
Online Booking Pages
Under the Website tab, open Reservation Pages to manage your online booking engine that connects directly to your website.
When guests search for availability:
- They enter dates and see rooms, descriptions, prices, and photos.
- Restrictions such as minimum nights are applied automatically (e.g., two-night minimum on weekends).
- Booking buttons and text (like “Reserve” or “Send Inquiry”) can be customized to fit your workflow.
Guests can review your policies before submitting their reservation. The confirmation page text and appearance are fully customizable under Website Messages.
Notifications and New Reservations
Whenever a new reservation is created:
- You will receive an email notification immediately.
- New online reservations appear in your Dashboard marked as “New Online.”
From there, you can review the reservation, change its status to Confirmed, and manage all related correspondence.
Guest Correspondence
The Correspondence section lets you view message history and automate communications.
- View History & Queue: See all messages sent or scheduled to send before or after a stay.
- Send: Send a message manually at any time.
- Edit: Personalize a message before sending.
- Delete: Remove unneeded messages or queued emails.
Rates and Rate Plans
Under the Properties tab, you can configure your rate structure.
- Rate Plans: Assign unique or shared rates across rooms.
- Weekly or Day-by-Day Rates: Enter prices for each day of the week or specify per-day adjustments.
- Minimum Night Requirements: Set rules such as a two-night minimum on weekends.
- Rate Adjustments: Create temporary changes for holidays or special events.
Photos and Room Details
Under Rooms / Units, upload photos, add detailed descriptions, and set up information that appears on your booking page. Each room can have its own reservation page details and rate plan.
Email Templates and Website Messages
In the Website tab:
- Email Templates: Manage all automated and manual email communications. You can add, edit, or duplicate templates as needed.
- Merge Codes: Use codes like
{guest_first_name}to personalize messages with real data from the system. - Website Messages: Edit text that appears on your booking pages, confirmation pages, and inquiry forms.
Customization
The look and feel of your online booking pages can be customized to match your website’s design. You can use one of our pre-built themes or request a custom layout to maintain visual consistency with your brand.
Summary
ReservationKey provides a complete, easy-to-use system for managing your property’s reservations, payments, communications, and website booking pages — all from one central platform.
We encourage you to make a few test reservations to familiarize yourself with the flow from booking to confirmation. If you have any questions or need assistance, please don’t hesitate to reach out to us. We’d be happy to schedule a call or continue the conversation by email.
Thank you for choosing ReservationKey!