Modifying An Existing Reservation

Created by Alex Savchuk, Modified on Fri, Mar 15 at 7:10 PM by Alex Savchuk

Once a reservation has been created, you may need to modify its information. The following information can be modified after a reservation has been created:

Marketing, Contact, and Payment Method
Stay information (Arrival and Departure dates, # of guests) and rate
Room assignment

Modifying Marketing, Contact, and Billing Information

A reservation’s guest, billing and marketing information can be edited at any time. For example, if a guest needs to change the name on a reservation, provide a new credit card, update their address, etc…

Locate the reservation using the steps above and display its details
Click on the Details tab

Modify the appropriate information in the Guest Info, Payment Method, and Marketing Info sections by clicking the pencil on the top right corner

Click on the 'Save' button at the bottom of each section to save the information

Modifying stay information and rate

A reservation’s stay and rate information can be edited at any time. For example, if a guest needs to change the dates of their stay, extend or shorten their stay, request a discounted rate, etc…

Locate the reservation using the steps above and display its details
Click on the pencil on the top right corner of the Stay Info section.

Modify the appropriate information

To add or shorten the stay simply change the dates in the Check In and Check Out boxes
Select Find Room and select the new or same room

You have the options of Recalculating all the rates, Changing the rates for the added/removed dates or Not changing the rates at all ( as expanded below )

Once you are done revising the reservation stay information, click Save
- A pop-up will show asking if you are certain of these changes. Select Yes and you will see the Trip Summary update with the new total, if applicable

Changing a room assignment prior to check in:

If you need to change a room assignment prior to a guest’s arrival, use the following steps to assign a new room.

Locate the reservation using the steps above and display its details
- Select the Pencil on the top right corner of the Stay Info section
- Select Assign Room Number: this option is used when you have multiple rooms within one room class
- Select the new room
- Select Save

If you need to change a room assignment to a different Room Class, use the following steps to assign a new room.

Locate the reservation using the steps above and display its details
- Select the Pencil on the top right corner of the Stay Info section
- Select Change Stay Details
- Select the new room class
- Choose out of the three options for recalculating or not recalculating the rates
- Select Save

Changing a room assignment after check in
If you need to change a room assignment after a guest has checked in and has already stayed at least one night, use the following steps to assign a new room for the remainder of the guest’s stay.

Locate the reservation using the steps above and display its details
- Select Split Rooms: selecting Split Rooms will allow different rooms to be assigned for different dates in the reservation
- Choose out of the three options for recalculating or not recalculating the rates
- You'll notice the split rooms are named Room A and Room B
- Select Find Room

It will default to Room A which represent the first night(s)
- Room A will reflect the original room that was assigned ( in-house room)
By selecting the bar entitled Room for Part B, you may select the new room the guest will move to
- ensure the correct date is assigned to Part B for the room move

Once you have selected the room for the room move, select Save

If there is a price difference for the new room a pop up will show asking for confirmation for the additional charges
The same will apply if a refund is due
Select Yes and you will see the Trip Summary update with the new total

Attachments (14)