Manual Bookings

The manual booking dialog now has two settlement modes. Already paid outside Haven is the original path: you record a stay the guest has already paid you for. Send payment link holds the dates and emails a checkout link — see Send a Payment Link. The rest of this article covers the already-paid path.

When to Use Manual Bookings

A guest contacts you directly (phone, email, text) and you want to record their stay in Haven
You take a booking through a third-party channel not connected to Haven and want it reflected in your calendar
A returning guest wants to rebook without going through the checkout flow
You need to block dates for a confirmed reservation that was arranged offline

Creating a Manual Booking

Step 1: Select Dates on the Calendar

Navigate to your property's Calendar page
Click and drag to select the date range for the stay
In the right panel, click Create manual booking

Step 2: Review Dates and Fees

The manual booking dialog opens with:

Check-in and check-out dates pre-filled from your calendar selection
Number of guests (defaults to 1)
Fee table pre-populated with your property's default rates:
- Accommodation (nightly rate × number of nights)
- Cleaning fee
- Linen fee
- Management fee
- Community fee
- Resort fee
- Pet fee
- Extra guest fee
- Taxes (calculated from your property's tax rate)

All fees are editable. Adjust any amount to match what was agreed with the guest.

When your management fee or community fee is set to a percentage of the nightly rate rather than a flat amount, the pre-filled row shows the calculated dollar figure for these dates. Editing that figure changes this booking only — it does not change the percentage on the listing. Your service fee ("keep the margin") is applied the same way; see Your Service Fee (Keep the Margin).

Step 3: Enter Guest Information

Enter the guest's details:

Email (required) — Start typing to search existing Haven guests. If the guest already has a Haven account, select them from the dropdown to auto-fill their name and phone number.
First name and Last name (required)
Phone number (required if Truvi guest screening is enabled for your account)

When you select an existing Haven guest from the email autocomplete, a confirmation badge appears showing the guest's name. Their name fields are auto-filled and locked to prevent mismatches.

Step 4: Add Notes (Optional)

Add any internal notes about the booking — how the guest booked, special arrangements, or other details for your records.

Step 5: Confirm

Click Create booking to finalize. Haven will:

Create a confirmed reservation on your calendar
Send booking confirmation emails to the guest
Push the reservation to any connected integration partners (e.g., Hospitable)
Provision access codes if smart locks are configured
Run Truvi guest screening if enabled

How Manual Bookings Appear

Manual bookings are visually distinct on host-facing calendars. They appear in a sky blue color with the label "Manual booking", making it easy to distinguish them from standard Haven bookings.

On guest-facing pages, manual bookings appear as normal confirmed reservations — guests can view their booking details on the property page and in their trips dashboard.

Guest Screening (Truvi)

If you have Truvi guest screening enabled, the manual booking dialog will show a notice that screening will be applied. You must provide the guest's phone number (with country code) so Truvi can contact the guest for verification.

Payments

Already paid bookings never open a Stripe session. The fee table is a record of what the guest paid you elsewhere; Haven does not collect, refund, or deposit that money.

If you need Haven to collect, choose Send payment link in the same dialog instead. That path is an approved, unpaid reservation — Stripe checkout, unpaid reminders, and price adjustment all apply. See Send a Payment Link.

Cancelling Manual Bookings

Hosts can cancel manual bookings from the booking details panel. When cancelling a manual booking:

No refund is processed through Haven — since payment was handled externally, refunds must also be handled externally
The guest receives a cancellation notification
The dates become available again on the calendar

If a guest requests cancellation of a manual booking, they are directed to contact the host directly to arrange the cancellation and any refund.

Linking to Existing Guests

When you enter an email address that matches an existing Haven user, the booking is linked to their account. This means:

The guest can see the reservation on their Haven property page under "Your Reservation"
The reservation appears in their trips dashboard at /trips, as its own row (not grouped with other stays at the same property)
All booking-related emails are sent to their Haven account email

If the email does not match an existing Haven user, the reservation is still created and confirmation emails are sent to the provided email address. The guest details are stored in the booking notes.