Editing Reservations on Calendar

Editing Reservations on Calendar

Editing existing reservations through the occupancy calendar is an important feature that speeds up front office operations and provides visual control. Reservations displayed on the calendar can be directly modified using the drag-and-drop method, and every change is instantly reflected in the system.

Extending the Stay

Extending the stay is accomplished by grabbing the right edge of the reservation bar and dragging it forward. When a guest wants to extend their stay, staff finds the relevant reservation on the calendar and drags the right edge of the bar to the desired check-out date. During dragging, the availability of the target days is checked instantly. If the same room is reserved by another guest on the date to be extended, the system warns and the operation is blocked.

Shortening the Stay

Shortening the stay is similarly done by dragging the right edge of the bar to the left. During the shortening process, the refund or price adjustment for the cancelled nights is automatically calculated. However, this calculation is only a recommendation, and the final decision is confirmed by the staff.

Room Transfer

A room transfer is accomplished by dragging the entire reservation bar to a different room row. If the guest is not satisfied with their current room or there is an operational requirement, staff drags the reservation up or down on the calendar to move it to another room. The target room must be completely vacant for the relevant date range. If the room type changes during a room transfer, the price difference is automatically calculated and the staff is informed.

Status Change

Reservation status changes are made through the right-click context menu on the calendar. When right-clicking on a reservation, the following options appear in the menu: view details, change status, cancel, and view folio. With the change status option, the reservation can be moved to states such as confirmed, pending, checked in, or checked out.

Cancellation

Cancellation is also initiated through the right-click menu. When cancel is selected, a confirmation window opens and a cancellation reason is requested. Whether a penalty will be applied according to the cancellation policy is automatically calculated. After the confirmed cancellation, the room is updated as vacant on the calendar and returns to the sales pool.

Change Records

All changes made through the calendar are stored in history records. A detailed log is kept of which reservation was changed, when, by whom, and how. These records are used as references in possible disputes or audit processes.

Change Notifications

Change notifications are automatically sent to the relevant departments. For example, when a room change is made, housekeeping is notified. When a date is extended, the accounting department is informed. This automatic notification mechanism strengthens inter-departmental coordination.

With the bulk editing option, multiple reservations can be selected simultaneously and common operations applied. For example, the status of all reservations within the same date range can be changed in bulk, or all rooms belonging to a specific organization can be moved to a different floor in bulk.