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How to Modify, Check In, or Cancel Reservations

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Overview

After a reservation has been created, staff may need to make adjustments due to customer requests, scheduling changes, or operational needs. Calendars allow operators to modify reservation details, check customers in upon arrival, or cancel reservations while maintaining accurate availability and pricing.

This article explains how to locate, edit, check in, and cancel reservations, as well as common issues and troubleshooting steps.

 

Preconditions

Before completing the procedures in this article, ensure:

  • Your have access to the Tee Sheet module
  • The Calendars feature has been enabled by foreUP
  • Your user role includes permission to create and manage reservations

 

Locate an Existing Reservation

Find a Reservation from the Calendar

  1. Navigate to the Tee Sheet module.
  2. If tee sheets are stacked, navigate to the calendar. If they are not stacked. Use the tee sheet dropdown and select a calendar.
  3. Navigate to the reservation date.
  4. Locate the reservation on the calendar.
  5. Click the reservation block to open the reservation details.

The reservation details window displays:

  • Customer names
  • Reservation duration
  • Reservation status
  • Price class
  • Notes and details

 

💡 Tip: If you do not know the reservation time, search for the customer profile instead.

 

 

 

Modify a Reservation

Most reservation details can be updated after the reservation has been created.

Modify Reservation Time

  1. Locate the reservation
  2. Right-click the time block and select Change Day/Time.
  3. Update the Date/Time
  4. Select Save

⚙️ Note: An alternative method is dragging and dropping the time block to a different time.

 

Modify Reservation Duration

  1. Click on a time block to open the reservation details.
  2. Locate the Reservation Length dropdown.
  3. Select a new duration.
  4. Click Save.

 

Modify Customer Information

Customer details can be updated directly from the reservation.

Common updates include:

  • Correcting a customer name
  • Adding or removing customers
  • Add a new customer
  • Update a customers credit card
  • Updating the price class used
  • Converting a placeholder reservation into a customer account

 

Edit Reservation Details

Reservation notes can be updated at any time.

Common examples include:

  • Customer requests
  • Equipment needs
  • Instructor assignments
  • Event details
  • Internal staff notes

To update notes:

  1. Open the reservation details.
  2. Edit the Details field.
  3. Click Save.

 

Check In a Reservation

When a customer arrives, staff should check the reservation in from the calendar. Checking in confirms arrival and initiates the payment workflow.

  1. Locate and open the reservation.
  2. Select the Checkmark next to the customer line or click Check In.
  3. The Sale module will open and the sale can be processed as normal.

 

Understanding Reservation Pricing at Check-In

Calendars use duration-based pricing.

The system calculates charges using:

  • Reservation duration
  • Increment pricing
  • Price class
  • Timeframe pricing rules

 

Cancel a Reservation

If a customer no longer needs the reservation, it can be canceled.

Cancel a Reservation

  1. Locate and open the reservation.
  2. Select the Trashcan Icon
  3. Click Delete Event to confirm the cancellation.

⚠️ Caution: Canceling a reservation immediately returns the time slot to available inventory and may allow another customer to book the time.

The reservation is removed from active inventory and the time becomes available for future bookings.

 

Best Practices

Verify Availability Before Making Changes

Always confirm the requested time and duration are available before promising a change to a customer.

Review Pricing After Changes

Changes to:

  • Duration
  • Start time
  • Timeframe

may cause the system to recalculate pricing.

Always verify the updated total before saving.

Update Notes When Changes Are Made

Document the reason for significant reservation changes.

Examples include:

  • Customer-requested extension
  • Weather-related reschedule
  • Staff scheduling adjustment

Check Customers In Promptly

Prompt check-in helps:

  • Maintain accurate transactions
  • Improve reporting accuracy
  • Ensure payment processing begins correctly
  • Maintain an accurate operational record

 

FAQs

Can I change a reservation after it has been created?

Yes. Most reservation details, including start time, duration, participants, customer information, and notes, can be modified.

Does changing participant count affect pricing?

No. Time-Based Reservation pricing is based on reservation duration and pricing configuration, not participant count.

Why can't I select a specific start time?

The selected time may not align with the calendar's configured increment or may be unavailable due to another reservation.

Can I cancel a reservation after it has been checked in?

Cancellation options depend on your operational procedures and user permissions. Review the reservation status before attempting cancellation.

Why did the reservation price change after editing?

Changes to reservation duration, timeframe, or pricing rules may cause the system to recalculate charges.

 

Troubleshooting Tips

Error: Desired Duration Is Not Available

Possible causes:

  • Maximum reservation length exceeded
  • Reservation group restrictions
  • Timeframe-specific rules

Error: Reservation Cannot Be Saved

Possible causes:

  • Overlapping reservation
  • Invalid start time
  • Closed operating hours
  • Restricted booking window

Error: Reservation Total Appears Incorrect

Review:

  • Reservation duration
  • Increment pricing
  • Price class
  • Timeframe pricing configuration

⚙️ Note: Cross-timeframe pricing may cause totals to differ from a simple hourly calculation.

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