Hotel and hostel reservation tracking Excel template

Actual file previews

The images below are the actual data entry and executive summary pages of the workbook to be downloaded.

Step by step usage

1. Examine the example and prepare the blank file

   Type the room code consistently for each reservation. Enter entry and exit with date in Excel; It should be at least one night. The fee is a fixed nightly rate for the entire stay. Select the stage as Approved or Cancel. For the customer, the in-house code is sufficient; Do not write ID or passport information. Use the yellow input fields on the tracking page; Do not change the blue formula fields. The sample sheet is filled with fictitious records and does not count towards the actual work total.

2. Write actual records in the yellow fields

   The number of nights is the check-out date minus the check-in date; It is open to new accommodation on the day of departure. The total cost is the number of nights multiplied by the nightly rate. The remaining payment is calculated by deducting collections. Confirmed reservations with intersecting entry-exit intervals in the same room will generate a conflict warning. Cancellations and reservations with warnings are not included in the accommodation total; Do not accept the summary as final without resolving the conflict. An empty mandatory field is distinguished from a real zero. Correct missing or incorrect records in the control column; Since these lines are excluded from the summary, do not use the total as a final report until the problem is resolved.

3. Fix control alerts and review summary

   Resolve any conflicts with the room plan. Check the deposit before entry.

What does this Excel file solve?

Calculate the room, number of nights with check-in and check-out dates, accommodation cost and remaining payment. Check for date conflicts in the same room. Type the room code consistently for each reservation. Enter entry and exit with date in Excel; It should be at least one night. The fee is a fixed nightly rate for the entire stay. Select the stage as Approved or Cancel. For the customer, the in-house code is sufficient; Do not write ID or passport information. Use the yellow input fields on the tracking page; Do not change the blue formula fields. The sample sheet is filled with fictitious records and does not count towards the actual work total.

What's inside the file?

Number of nights, Accommodation fee and balance, Room conflict warning. The file contains sample rows, canned formulas, data validation fields, risk colorings, and executive summary.

Calculation and control logic

The number of nights is the check-out date minus the check-in date; It is open to new accommodation on the day of departure. The total cost is the number of nights multiplied by the nightly rate. The remaining payment is calculated by deducting collections. Confirmed reservations with intersecting entry-exit intervals in the same room will generate a conflict warning. Cancellations and reservations with warnings are not included in the accommodation total; Do not accept the summary as final without resolving the conflict. An empty mandatory field is distinguished from a real zero. Correct missing or incorrect records in the control column; Since these lines are excluded from the summary, do not use the total as a final report until the problem is resolved.

Worked example: Hotel and hostel reservation tracking: calculation example

Room 101, check-in 20 October. Check-out is 23 October 2026. 2,000 TL per night, collection 1,000 TL. Result: 3 nights, 6,000 TL fee and 5,000 TL open payment. The October 23 new entry does not conflict.

Decisions that can be taken as a result of this

Resolve any conflicts with the room plan. Check the deposit before entry

Common usage mistakes

Also counting the day of departure as night. Saving a room with different spellings. Using the summary total as the final result without correcting the lines with control warnings

Limits and proper use

It is not a channel manager, room availability calendar, identity notification or hotel accounting. It does not calculate nightly prices, which vary according to season, in a single line. Taxes, additional services and cancellation refunds are not covered. The file is prepared for 150 record lines. The parent summary includes all valid rows, regardless of filters. When capacity is full, open a new period copy; additional rows require the summary and validation ranges to be updated as well. There are no macros, external data connections or automatic notifications.

Compatibility and quality control

Two pages of this file were visually inspected; Formulas were recalculated and checked in empty, sample and incorrect entry scenarios. There was no separate device testing of the Excel desktop application. .xlsx without macro; formulas and drop-down lists are included in the file. The tracking page includes 150 preset record lines and a standalone Sample page. Prepared for desktop Excel; Check views and validations in other spreadsheet applications.

Scope of this file

This independent file has been prepared for hotel and hostel reservation tracking. It's not that Shiftmate automates this industry workflow; The application focuses on team, shift and timesheet management.

Relevant official and technical resources

• Microsoft: SUMIFS function

Frequently asked questions