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Managing Reservations

Managing Reservations

Managing Reservations

Managing Reservations

  1. Select Administration > Manage Reservations.

  2. Select an association or all associations (available if user has access to all associations). This selection carries over when you navigate between tabs.

  3. Click one of the four tabs to navigate. The following sections outline what is available on each tab. Click Export to Excel to download an export of the reservations displayed on each tab.

If you are using universal navigation, click Associations > Amenities > Reservations.

Pending Reservations

This tab displays any reservations that are awaiting approval.

To view a reservation:

  1. On the Pending Reservations tab, click Details beside a reservation.

    Managing Reservations

  2. On the Reservation Details screen, review the information.

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  3. Click Approve Reservation or Deny Reservation. A popup message will appear if the payment is declined when approving a reservation. Approved reservations will move to the Confirmed Reservation tab. Denied reservations will move to the Reservation History tab.

Note: On the Dashboard, the pending reservation widget is also available to users with permission to quickly access this information.

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Confirmed Reservations

This tab displays reservations that have been confirmed.

To view or update a confirmed reservation:

  1. On the Confirmed Reservations tab, click Manage beside the reservation.

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  2. Make desired changes on the Manage Reservation Details screen and click Update Reservation to save. To cancel the reservation, click Cancel Reservation.

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  3. Click the Close button to return to the Confirmed Reservations tab.

Security Deposits

This tab displays all security deposit statuses for an association and allows refunds for eligible transactions.

NOTE: Amenity related charges paid online cannot be refunded to the original payment method more than 21 days after they are processed. If the refund window has expired, please use another method to reimburse the reserving party.

The system allows automatic scheduling of 1-21 days in advance of reservation for a security deposit to be charged (# of days prior to reservation date). A scheduler runs at 10:00AM each day and will pick up any reservation security deposits to be processed on that day.

Enter the number of days and click Update to save. To see a history of previous updates to the setting, click View Log.

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Security Deposit Refund

Security deposits eligible for a refund display a Refund button.

To refund a security deposit:

  1. On the Security Deposit tab, locate the reservation to cancel.

  2. Click Refund to process a refund. Only those reservations with a Refund button are eligible.

  3. On the Security Deposit Refund screen, enter the Amount to Refund and click Refund.

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  4. Click OK on the confirmation popup to make the refund or click Cancel to return to the Security Deposits tab without making changes.

Reservation History

The Reservation History tab displays a history of the association’s reservations. Click Details to see the specifics of a reservation.

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Refunding a Reservation Charges

Reservation charges eligible for a refund display a Refund button. Refunding a reservation charge is similar to refunding a security deposit.

To refund a reservation charge:

  1. On the Reservation History tab, locate the reservation to cancel. Only those reservations with a Refund button are eligible.

  2. On the Reservation Payment Refund screen, click Refund to process a refund.

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  3. Click Refund on the confirmation pop-up to make the refund or click Close to return to the Reservation History tab without making changes.

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