Managing Reservations
To Manage a Reservation, scroll or use the search box to narrow down the Reservation List. Once you have located the Reservation you would like to manage, click anywhere within the row to open the Reservation Details page. From here, the status of the Reservation can be updated, a note can be added or the Reservation can be flagged, if necessary.
Reservation Details
In addition to the providing all of the Details for this Reservation, there are additional options for managing the Reservation, including the option to Add Billable Items or a Communication Note, Edit, Flag, Archive or Delete the Reservation. The available options are as follows:
Reservation List/New Reservation Options: Clicking the Reservation List icon will direct you back to the Reservation List Page. Clicking on New Reservation will allow you to add a New Reservation to the system.
Update Status: Clicking Update Status will allow you to change the status of the Reservation (New, Pending Approved, etc). If you opt to change the status, an email update can be sent to the Main Contact listed in the request. There is also an option to CC other contacts, and/or attach a file, if desired.
Add Communication: Adding a Communication is very similar to adding a note when Updating the Reservation Status. After adding a message, check the box to share the note with the User, add additional email addresses, and/or attach a file, if desired. Communications will be stored in the Communication Log within the Reservation.
Edit: Click Edit to update any of the Reservation Details.
Flag: This option will manually Flag the Reservation, for any reason. For example, Reservations can be flagged if a billable charge is outstanding, if Property Management needs additional information about a catering company, etc.
Archive: Click to Archive the Reservation.
Delete: Click to Delete the Reservation.
Print: Click to Print the Reservation Details.
The Reservation Details/Contact Information: This section includes the Status of the Reservation, Amenity name, Reservation Name, Attendees, Reservation/Setup Options and Contact Information.
Attachments: Any attachments associated with the Reservation can be found here. This may include a Caterers COI, waiver forms, etc. Clicking on the attachment name to view or download the file.
Calendar: The Calendar will default to the year and month of the current Reservation. All existing Reservations, days with multiple reservations, amenity closings, etc. will be shown here. Use the arrows to navigate to a different year/month.
Reservation Time & Dates: Clicking on an available date from the calendar view to add a New Reservation or hover over a Reservation to view additional details.
Vendor Details: In this section, the Reservation date and time will appear as well as a checkbox to indicate if the event has a vendor. Check the box to add vendor information (i.e., Vendor Name, Phone Number, Email, Times, and Notes).
Bulk Update: The Bulk Update feature the Day Availability Status to be updated for one or more dates included in the Reservation.
Communication Log: This section will include all Status Updates and Communication Notes associated with this request. Any messages added by the User via the Tenant Center will be shown here as well.
Status Log: This section shows all status changes associated with the Reservation. It will contain the updated status, date/time stamp of change, and the Admin who made the change.
