Reservations

The reservations menu is where you can:

  • see all incoming reservations for your event
  • see individual reservation details
  • modify reservations
  • cancel reservations

Listing

The first thing you will see when accessing the reservations menu is the listing of all the reservations received so far:

Each row contains a separate reservation, with the following columns:

  • Reservation ID#
  • Remarks participant gave with the reservations (a dialog balloon will signal a remark, place the mouse pointer on top of it to have the text appear)
  • Reservation status (Accepted, On hold, Cancelled)
  • Creation date
  • Amount of reservation
  • Payment status

Click on any column to sort by that column; click again to sort in reverse order. To sort by more than one column, sort by the first one, then press Shift and click on the subsequent ones.

Reservation view

When selecting a reservation to view, a page like the following will appear:

  • On the left, the reservation summary is displayed. The selection displayed reflects all changes applied to it.
  • Below the summary, the remarks the participant included with the reservation are displayed. Click on the toggle remark status link to set the remark as viewed.
  • Below the remarks, there are links to change a reservation and to cancel a reservation, as a well as one to go back to the reservation listing.
  • On the top right, all invoices and credit notes linked to the reservation are displayed.
  • Below the invoices, the participant information is displayed.
  • In the bottom right corner, all admin notes are displayed.

Changing a reservation

Reservations can only be changed by an administrator of the event.

Note If the total amount for a reservation will change, it is cleaner to first refund the issued invoice, then change the reservation and have the system issue a new invoice automatically. See invoices for how to refund an invoice.

To change a reservation, follow the Change a reservation link at the bottom of the reservation view page.

In the following page, a screen like the following will appear:

Here, the following can be changed:

  • partner name
  • amount reserved for all activities in the event
    • set to 0 to remove the activity from the reservation

Once all changes have been made, click on next to confirm the changes. If necessary, a new invoice will be created.

Cancelling a reservation

Reservations can only be canceled by an administrator.

:!:Note:!: Before canceling a reservation, all invoices linked to it must be refunded, otherwise the cancellation will fail.

Unpaid reservation

To cancel an unpaid reservation:

  1. Issue a credit note for the invoice(s) attached to the reservation, in order to cancel it/them
  2. Follow the Cancel reservation link at the bottom of the reservation view page. In the following screen, the system will ask for an optional reason and a checkbox to notify the participant of the cancellation.

To cancel a paid reservation, first it's necessary to issue a refund, then cancel the reservation:

  1. Enter a negative payment for the amount to be refunded on the corresponding invoice
  2. Issue a credit note for the invoice, in order to cancel it
  3. Follow the Cancel reservation link at the bottom of the reservation view page. In the following screen, the system will ask for an optional reason and a checkbox to notify the participant of the cancellation.

:!:Note:!: DanceReservations will not issue the refund, it is necessary to do this separately through your payment provider, or offline if the refund is to handed it in cash.

Refund a payment

To partially or fully refund a payment:

  1. Enter a negative payment for the amount to be refunded on the corresponding invoice

:!:Note:!: DanceReservations will not issue the refund, it is necessary to do this separately through your payment provider, or offline if the refund is to handed it in cash.

admin/reservations.txt · Last modified: 2012/05/07 08:20 by pablo
 
 
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