This guide covers managing reservations after they are created: editing, cancelling, checking guests in and out, and working with the Reservations list.
Finding a Reservation
Reservations can be accessed from three places:
Reservations list — Booking → Reservations. Full searchable list. Click a reservation number or customer name to open it.
Availability calendar — Booking → Availability. Click any reservation block on the tape chart to open it.
Dashboard — Booking → Dashboard. Click the reservation number or customer name in the arrivals/departures list.
Editing a Reservation
Open the reservation and make your changes. Common edits include:
Dates — Change the From Date or To Date. The system will recalculate pricing based on the new dates.
Unit — Reassign the reservation to a different unit using the Unit drop-down.
Pricing — Adjust the base rate, extras, or deposit amount.
Notes — Update special requests, internal notes, or external notes.
Accounting settings — Adjust invoice generation, payment terms, or auto pay.
Click Save after making changes.
Changing dates or units after a reservation is confirmed may affect existing invoices. Review the Payments and Invoices sections of the reservation after editing to ensure the financials are correct.
Cancelling a Reservation
Open the reservation.
Click the Cancel button (or use the three-dot menu from the Reservations list or Dashboard).
Confirm the cancellation.
Cancelled reservations are removed from the Availability tape chart, remain visible in the Reservations list (filtered by Cancelled status), and do not automatically issue refunds — payments must be refunded separately in the Payments section.
Cancellation does not automatically apply your cancellation policy or calculate a refund. Any refunds must be processed manually based on the terms of your policy.
Reservation Statuses
Status | Meaning |
Reserved | Reservation created; no deposit collected yet. |
Confirmed | Deposit received. |
Checked In | Guest has arrived (set manually). |
Checked Out | Guest has departed (set manually). |
Cancelled | Reservation is cancelled. |
Status changes are made using the three-dot menu on the Dashboard, Availability calendar, or Reservations list.
If a product has no deposit policy assigned, reservations skip the Reserved status and go directly to Confirmed upon creation.
Checking a Guest In
Checking in marks a guest as arrived and moves the reservation to Checked In status.
From the Dashboard
Navigate to Booking → Dashboard.
Locate the reservation in the Arrivals column.
Click the three-dot menu on the reservation row.
Select Check In.
From the Reservation
Open the reservation.
Use the status selector to change the status to Checked In.
At check-in, you can also review any Special Requests the guest submitted and verify that required E-Sign Contracts have been completed.
Check-in is always a manual step. The system does not automatically check guests in based on date or time.
Checking a Guest Out
Checking out marks a guest as departed and moves the reservation to Checked Out status.
From the Dashboard
Navigate to Booking → Dashboard.
Locate the reservation in the Departures column.
Click the three-dot menu on the reservation row.
Select Check Out.
From the Reservation
Open the reservation.
Use the status selector to change the status to Checked Out.
Checking out does not automatically generate invoices or collect any remaining balance. Process final payment from the reservation's Payments section before or after checkout.
Reviewing E-Sign Contract Status
If a product requires an electronic signature contract:
A signature icon appears in the Dashboard row when the contract has been signed.
Hover over the icon to see when the contract was signed.
If the contract has not been signed, you can print it from the three-dot menu for the guest to sign in person.