Open it and know what needs doing.
Most booking systems hand you a table and wish you luck. Keydesk opens on the things your day is actually made of: what needs attention, who is arriving, who is on site, who still owes you money. The morning check stops being a hunt through a list.
Your day already has a shape. The software should know it.
Nobody starts the morning wanting to look at all their bookings. They want to know what went wrong overnight, who is turning up, and who has not paid. Each of those is a view you click once.
- Needs attention
- The bookings something is wrong with. Start here and most mornings you are finished in ten minutes.
- Arriving today
- Who is coming, which unit they are in, and whether they still owe you anything before they get to the barrier.
- In house
- Everyone currently on site, which matters more than you would think when someone rings asking about a guest.
- Outstanding balances
- Money still owed, as a working list rather than a report you have to remember to run.
- Provisional
- Held bookings that have not been paid for, before they quietly turn into an empty pitch on a bank holiday.
- All bookings
- Everything, when you genuinely do want everything, with the same search and filters over the top.
A list that still works in August.
Plenty of booking lists are fine with two hundred bookings and unusable with twenty thousand. The counts stop matching, the search only looks at the page you can see, the sort order shuffles between pages, and a live update moves the row you were about to click. Those are the things we went after.
- Search finds it, wherever it is
- Search runs across every booking and customer in the account, not the page you happen to be looking at. A guest ringing about a booking from last March is one search away.
- Filters that match how you sell
- Status, channel, property, unit grade and customer tag. Counts stay accurate account-wide even when the list itself is paginated, so the number you see is the real number.
- A filtered list you can keep
- The search and filters live in the address, so a useful view can be bookmarked or sent to a colleague and it opens exactly as you left it.
- Work through a queue
- Select several bookings and start working. The booking page then gives you next and previous, so you move straight to the following one instead of going back to the list each time.
- Live updates that wait their turn
- New bookings and changes are staged for you to review rather than reshuffling the list under your cursor while you are halfway through something.
- As dense as you like it
- Switch between compact and comfortable. A reception screen and a laptop on a kitchen table want different things.
A record that tells you what to do next.
A booking is not a form to be read. It is a job at a particular stage, and what you need to see when a family is arriving in two hours is nothing like what you need when a group cancels in March. The Keydesk booking page changes its guidance to match.
- It knows what kind of booking this is
- A provisional hold, a guest arriving in two hours, someone in house, a cancelled booking and one that still owes you money are five different jobs. The page changes what it tells you to do accordingly, and pushes the warnings and readiness checks to the top.
- Amend the stay properly
- Change dates, accommodation, unit allocation and occupancy from the booking itself. When you pick a unit, Keydesk tells you whether it is genuinely free or clashes with another stay, so you are not moving someone into an occupied pitch.
- Everything about the stay in one place
- Party members, vehicles, extras and notes live on the booking. So do the guest’s tags, previous stays, booking count and lifetime value, so the person handling the call knows who they are speaking to.
- Money that adds up
- Channel commission, gross value, net value, what the guest paid and what you actually collect are shown separately. Payments and refunds are recorded against the original transaction rather than floating free.
- Payment links from the booking
- Create a payment link, copy it, resend it or cancel it without leaving the record. The balance position updates itself when the guest pays.
- Hard to break, easy to undo
- Check-in and check-out record real timestamps and audit events. Cancelled and checked-out bookings become read-only until they are properly reinstated. The actions that matter ask you to confirm, or let you undo.
Let the guest do the typing.
Who is staying, how old the children are, what they are driving and its registration. It is the same set of questions every time, and asking them at the barrier on a Friday afternoon is the worst possible moment. Send a secure link instead and let the answers arrive on the booking before the guest does.
See the guest-facing journey- No account for the guest to create
A secure, time-limited link that works on a phone, first time, without a password to forget.
- The details you actually need
Names and types of people staying, ages of children and infants, vehicle registrations and details.
- Keydesk knows what is missing
It works out whether a booking’s stay information is complete, so incomplete ones can be chased automatically on your own timing.
- Handled carefully
Links expire, are stored as hashes, are removed from the browser address after use and are filtered out of logs.
Booking management FAQ
What is a bookings workspace?
It is the bookings list, rebuilt around the work rather than around the data. Instead of one long table you sort by hand, Keydesk opens on dedicated views for bookings needing attention, today’s arrivals, in-house guests, outstanding balances, provisional bookings and everything else. Each view is a job, so the morning check becomes a short list rather than a hunt.
Can I search across all my bookings?
Yes. Search runs on the server across every booking and customer in the account, not just the rows currently loaded, so a guest calling about an old booking is found immediately. Sorting is also handled server-side and stays stable across pages, which is the part that quietly goes wrong in a lot of booking software.
Can I filter bookings by channel or property?
Yes. Filters cover status, channel, property, unit grade and customer tag, and the counts you see remain accurate across the whole account even when the list is paginated. Because the filters are held in the page address, a view you use every morning can be bookmarked or shared with a colleague.
Can staff work through several bookings in a row?
Yes. Select the bookings you want to deal with and start a work queue. The booking page then offers next and previous, so somebody chasing eight unpaid balances moves straight from one to the next instead of returning to the list, finding their place and clicking in again.
What happens when a new booking arrives while I am working?
It is staged for review rather than dropped into the list you are reading. You get told there is something new and you choose when to take it, which avoids the familiar problem of a row moving under your cursor at the moment you click it.
Can I amend a booking after the guest has checked in?
Yes, where it is appropriate. Stay dates, accommodation, unit allocation and occupancy can be amended from the booking, including for stays that are already checked in. Unit selection shows whether each physical unit is free or clashes with another booking, so a move is a decision rather than a guess. Cancelled and checked-out bookings are read-only until they are properly reinstated.
Does Keydesk record check-in and check-out?
Yes. Check-in and check-out actions record proper timestamps and audit events rather than just changing a status. Property arrival and departure times can also be overridden for individual unit grades, because a lodge changeover and a touring pitch rarely run to the same clock.
Can I see what a booking is really worth?
Yes. The booking separates channel commission, gross value, net value, what the guest has paid and what you will actually collect. That distinction matters most on channel bookings, where the headline figure and the money that reaches your account are not the same number.
Can guests fill in their own arrival details?
Yes. Keydesk can issue a secure, time-limited link that needs no guest account, and the guest enters the names and types of people staying, the ages of any children or infants, and their vehicle registrations. Keydesk works out whether the required information is complete and can send reminders for the bookings that are not. Staff can add, edit or remove party members and vehicles themselves at any point.
What does booking management cost in Keydesk?
It is part of the Keydesk subscription at £49 per month, per site, with no feature tiers and no Keydesk booking commission. Qualifying Early Partners can apply for £25 per month for their first 12 paid months.
The rest of the operating day
Stop starting the day in a spreadsheet.
Create your account and see your own arrivals, balances and attention list in one place.
Create your account today. £49/month per site, billed monthly, with no long-term contract.