Skip to main content

📋 Manage Reservations

Your AI assistant handles reservation requests in real-time—checking availability, suggesting alternatives when needed, and booking directly. All reservations appear here for you to review, confirm, and manage.

Navigate to Bookings & Activity > Reservations to access reservation management.

🔄 Workflow Overview​

StepActorAction
1️⃣👤 CustomerRequests reservation via AI assistant
2️⃣🤖 AI AssistantChecks availability, suggests options, creates booking
3️⃣🏢 BusinessReviews and confirms reservation
4️⃣📧 SystemSends confirmation to customer
5️⃣👤 CustomerReceives notification via email or SMS
info

Confirming reservations promptly reduces no-shows and builds customer trust.

🗂️ Viewing Modes​

#ViewDescription
1📅 Calendar ViewMonthly calendar with capacity or individual views
2⏰ CurrentToday's and upcoming reservations
3📋 All ReservationsComplete history with filtering and search

📊 Dashboard Metrics​

#MetricDescription
1📈 Total ReservationsAll reservations in period
2📆 TodayToday's scheduled reservations
3✅ ConfirmedReservations confirmed
4⏳ PendingAwaiting confirmation

⚙️ Calendar Modes​

Capacity-Based Calendar​

Shows overall capacity and availability for each day:

#IndicatorDescription
1🟢 75%+High availability
2🟡 35-74%Moderate availability
3🔴 100%Fully booked

Day Panel shows:

  • Booked count
  • Available slots
  • Overall capacity percentage
  • Pending vs Confirmed breakdown

Resource-Specific Calendar​

Shows individual reservations like appointments:

#IndicatorDescription
1🟢 Green borderConfirmed reservation
2🟡 Amber borderPending reservation
3👤 Customer nameIndividual booking displayed

➕ Create New Reservation​

Click + Add Reservation for walk-ins or phone bookings.

1️⃣ Customer Tab​

#FieldRequiredDescription
1Select Contact❌ NoChoose existing contact
2First Name✅ YesCustomer's first name
3Last Name✅ YesCustomer's last name
4Email Address❌ NoFor confirmations and reminders

2️⃣ Reservation & Details Tab​

#FieldRequiredDescription
1Resource Type✅ YesTable, Room, or Rental
2Guests❌ NoNumber of guests
3Date✅ YesReservation date
4Time Slot✅ YesSelect available time
5Price🔄 AutoAuto-filled from resource
6Deposit❌ NoRequired deposit amount

⚡ Status Actions​

Manage reservation status with one-click actions:

#ActionEffect
1✅ ConfirmConfirms pending reservation, triggers notification
2🔵 Mark CompleteMarks reservation as successfully completed
3❌ CancelCancels reservation and notifies customer

🏷️ Status Indicators​

#ColorStatusDescription
1🟡 AmberPendingAwaiting confirmation
2🟢 GreenConfirmedCustomer notified
3🔵 BlueCompletedReservation fulfilled
4🔴 RedCancelledReservation cancelled
5⚪ GrayNo ShowCustomer didn't arrive

🔔 Automatic Notifications​

When you confirm a reservation, the system automatically sends a notification based on customer preference.

#ChannelDescription
1📧 EmailConfirmation email with reservation details
2📱 SMSText message for quick confirmation
tip

The customer's preferred communication channel is captured automatically during their conversation with your AI assistant.

📄 Reservation Details​

Click any reservation to view:

#FieldDescription
1🏨 ResourceTable, room, or rental booked
2📅 Date & TimeScheduled reservation slot
3🏷️ StatusCurrent reservation status
4👤 CustomerCustomer name
5📧 ContactEmail or phone number
6👥 GuestsNumber of guests
7💰 PriceReservation cost
8💵 DepositAmount paid
info

All reservation data is stored securely and can be exported for reporting. Your AI assistant uses this history to provide better service recommendations.