Roraima Vendor Guide
Add an external booking
What this page is for
Use this form to record a stay you agreed outside Roraima, for example one received from a booking site, by phone or in person. It occupies the selected nights and can use the guest-access workflow, but it does not create a Roraima order or collect payment through Roraima: the payment stays between you and the guest.
The form does not ask where the booking came from. Every booking recorded here is a manually recorded booking.
A stay recorded here uses 1 credit of your company, the same for every booking whatever the price of the stay. It is not a commission: it pays for the platform services the booking uses, such as the nights in the calendar, the emails to the guest and the guest's page, and the guest pays nothing to Roraima. The form states this at the top. Closing the dates of a unit is free.
The same form also closes the dates of one unit, with no guest: see Close the dates of one unit below.
Menu path
Vendor Back Office → Bookings → All bookings → Add external booking
The action is available when your plan includes bookings made outside Roraima. The page is titled New external booking and is split into three sections: Property, Stay dates and Guest details. Opened to close the dates of one unit, it is titled Close the dates and its dates section is Dates to close.
The form can also be opened already filled in from the Calendar: see Open the form from the Calendar below. The menu keeps All bookings lit whichever way you arrive.
Field reference
| Label | Purpose | Instruction | Condition |
|---|---|---|---|
| Structure | Narrows the list of products. | Select one of your structures, or keep — All structures —. A link next to the field opens Manage structures. | Optional. A structure without overnight stays is marked No overnight stays and offers no products. |
| Product * | Chooses the unit whose nights will be occupied. | Select a product. The first entry reads — Select a property —. | Required. Only bookable products sold by the night appear, and once a structure is selected only its own products remain. Products sold by the time slot do not accept manually recorded bookings. |
| What you are recording | Chooses between a stay and the closure of one unit. | Keep A stay, or choose A closure of one unit, without a guest. | Shown only when the selected product has two or more units. A stay is the default. |
| Booking number on the booking site | Stores the reference that the booking site gave to the stay. | Enter it if you have it. | Optional; up to 128 characters. Not shown for a closure. |
| Check-in date * | Sets the arrival date. | Choose the first night of the stay. | Required. The form opens with two consecutive dates already filled in, or with the dates you selected in the Calendar. |
| Check-out date * | Sets the departure date. | Choose a date after the check-in date. | Required; it cannot be earlier than the check-in date or already in the past. |
| Guests | Sets the number of guests. | Enter the party size. | Optional; starts at 1. Values above 20 are not accepted, and the number cannot exceed the maximum set on the listing. Not shown for a closure. |
| Unit | Chooses the unit that receives the stay or the closure. | Choose it once the dates are set. For a stay, Roraima chooses it keeps the automatic choice. For a closure, pick the unit in the list, whose first entry reads Choose the unit. | Shown only when the product has two or more units. For a stay, only the units free on every night are listed, and if there is none the form says so. For a closure, every unit is listed, and those that already have guests on these nights are marked taken. Required for a closure. |
| Note | Stores the reason for a closure. | Write a short reason, for example a fault or maintenance work. | Closures only; optional; up to 100 characters. Only you see it, in the list of bookings. Left empty, the closure is named Closure. |
| First name * | Stores the guest's first name. | Enter it. | Required; up to 100 characters. |
| Last name * | Completes the guest's name. | Enter it. | Required; up to 100 characters. |
| Guest email | Provides the address where the guest receives the link to their page. | Enter a valid email address. | Optional; it must be a valid address when filled in. |
| Guest phone | Provides the guest's phone number. | Include the country prefix, for example +39 followed by the number. | Optional; 6 to 32 characters, using digits, spaces and the signs + . - ( ). |
| Guest language | Sets the language of the emails the guest receives for this booking. | Keep the suggested language or choose another among the eight available. | The language of the structure's country is suggested. It cannot be changed from this form after saving. |
The Guest details section, with the first name, last name, email, phone and language, is hidden when you record a closure.
Create or cancel
- Create booking checks the data and records the stay. For a closure the button reads Close the dates.
- Cancel returns to the bookings list without saving.
For a stay, Create booking first checks your company's credits, then saves the booking and charges the credit. The emails to the guest, with the link to their page, are sent only after that. When the company's credits have run out, no stay can be recorded, whether from this form, from the Calendar or by a connected AI; bookings made by guests on the website and on the connected portals continue as usual.
Open the form from the Calendar
On Vendor Back Office → Calendars → Calendar, select one or more free nights of a unit: the way to select them is described in Calendar. A bar at the bottom of the page then offers:
- Add booking, which opens this form on A stay;
- Close these dates, which opens this form on A closure of one unit, without a guest, with the title Close the dates. It is offered for a listing with two or more units.
The form arrives with the listing, the unit, the check-in date and the check-out date already filled in. The Calendar saves nothing: you still check the data and press Create booking, or Close the dates for a closure.
Close the dates of one unit
Choose A closure of one unit, without a guest when one unit of a listing must stop being sold for some nights while the other units stay on sale, for example because of a fault or works. A closed unit cannot be booked, on Roraima or on the connected portals, from the check-in date to the day before the check-out date.
The form then says "Close the dates of a unit when it must not be booked, for example because of a fault or maintenance work." Choose the unit, add a Note if you want one, then press Close the dates. The unit shows as closed in the Calendar, and the list of bookings shows the closure with its note in the Guest name column.
If guests are already assigned to that unit on those nights, the closure is recorded all the same and a warning lists them, so that you can move each of them to another unit with Change unit.
A closure entered here can be reopened from the Calendar with Reopen these dates. A closure that comes from a booking site is removed on that site.
Dates and availability
When you record a stay, the form states two rules up front. Closed dates do not prevent you from recording a stay that was already agreed. When the unit's capacity is already filled by other bookings, the booking is refused.
If the nights are occupied, the booking is not recorded. The message names the booking that holds them, so you can free those nights first, either in that booking or in the channel it came from.
Two limits apply to the dates: the check-in must be within 3 years from today and the stay can last at most 366 nights. A check-out date that has already passed is also refused, and the message asks for a date after today.
Guest reporting
Guest reporting to the authorities, where it applies to your structure, starts automatically for a manually recorded booking, even if the stay came from a booking site. If you already report the stays from a specific site with another program, switch the reporting off for that single booking from its compliance details.
Other messages you may see
- The guest number is not allowed: enter at least 1 guest and no more than the maximum of the property.
- A field is too long: shorten the guest name or the booking number.
- Bookings cannot be registered when the company is not active or is blocked.
- A property sold by the time slot does not accept bookings entered by hand: choose a property sold by the night.
- To close dates, choose the unit to close.
- The booking was not saved because your company does not have enough credits: no booking is created and the guest receives nothing. Check the balance on the Credits page, under Accounting → Credits, and record the stay again once the balance is sufficient.
- The booking was not saved because your company's credits could not be checked: this is not a low balance. Try again in a few minutes.
Related guidance
Return to Manage bookings to review the new booking, or to the Calendar to see the closure. Use Set up accommodation structures when the structure or product link must be prepared first.