Modifying Reservations

Plans change. Veridien lets you move dates, switch rooms, adjust occupancy and rates, add or remove rooms, and cancel bookings, all while keeping availability and the folio in sync. Most changes happen on the reservation detail page or by dragging on the calendar.

Reservation statuses

A booking moves through these statuses:

• Tentative: just created, not yet firm.
• Confirmed: the booking is committed.
• Checked-in: the guest has arrived (set during check-in).
• Checked-out: the stay is complete.
• Cancelled: the booking was cancelled.

Each booked room (accommodation) carries its own status, and the booking's overall status is derived from them: if any room is checked in the booking shows as Checked-in, if all are checked out it shows Checked-out, and so on. You can usually move a status forward (Tentative to Confirmed to Checked-in to Checked-out) but not backward.

Opening a reservation

Find the booking in the List view (search by guest name or email, or filter by status and date) or on the Calendar, then click it to open the detail page. The header shows the guest name, the reservation code, the status control, and an Actions menu.

Changing the reservation status

Status lives in the page header, not in the Actions menu:

• When a reservation is Tentative, a Confirm Reservation button appears next to the status control. Click it to move the booking to Confirmed.
• The status dropdown next to it lets you set the status directly, including choosing Cancelled to open the cancellation flow.

The Actions menu holds everything else: Add Room, View Folio, View Invoice, View Confirmation, View Guest, Hide Reservation / Unhide Reservation, and Delete Reservation.

• Hide Reservation excludes the booking from statistics without deleting it (Unhide Reservation reverses it).
• Delete Reservation removes the booking, subject to the limits described under Deleting a reservation.

Per-room status (check-in, check-out) is managed on the Accommodations tab and through the front-desk workflow. See Check-in and Check-out.

Moving dates or rooms from the calendar

The calendar is the fastest way to reschedule or reassign a room.

1. Open the Calendar view on the Reservations screen.
2. Drag a booking block to new dates, to a different room, or to a different room type.
3. A Confirm Move dialog opens summarising the change: any room change, room-type change, or date change, the new number of nights, and a full cost breakdown (room charges, taxes, and the difference from the old total).
4. Optionally click Override nightly rate to set a custom rate for the moved stay.
5. Click Confirm Move to apply it.

Veridien checks for conflicts as you drag: a move that would overlap another active booking on the same room is rejected. Same-day checkout and check-in on one room is allowed.

Editing a room (accommodation)

On the detail page's Accommodations tab, each booked room has its own row:

• Change the room's status inline.
• Edit the room to adjust its dates, room/room type, rate, or occupancy.
• Remove the room from the booking. Its related folio line items are removed too. Removing the last remaining room cancels the whole booking instead, setting the reservation and its accommodation to Cancelled.

Adding a room to an existing booking

To put another room on the same reservation, open the Accommodations tab and choose Add Room. The add-room dialog defaults to the booking's existing dates. This is the way to grow a single booking into a multi-room one after it has been created. For multi-room bookings in general, see Multi-Room Reservations.

Cancelling a reservation

1. Open the reservation and set the status dropdown to Cancelled (or click Cancel on a list row).
2. Optionally enter a reason for cancellation.
3. Confirm. The reservation and all its accommodations are set to Cancelled and the rooms are released back into availability. The folio and any invoices are voided rather than deleted, so the financial records survive for audit while dropping out of your statistics. If the guest has an email on file, a cancellation email is sent automatically.

Deleting a reservation

Delete Reservation (in the Actions menu) permanently removes the reservation, its accommodations, and the folio. Deletion is deliberately restricted:

• A checked-in or checked-out booking cannot be deleted.
• A booking with any recorded payment or an issued (non-draft) invoice cannot be deleted. Veridien tells you to cancel it instead so the financial records are retained.

A booking with only a draft auto-invoice and no payments can be deleted cleanly. Use cancellation rather than deletion for genuine guest cancellations, since cancellation keeps a record and releases inventory cleanly. Reserve deletion for test or clearly erroneous bookings.

Modify, do not cancel-and-rebook

When a guest changes dates, rooms, or occupancy, modify the existing reservation rather than cancelling and creating a new one. Modifying preserves the booking's history, folio, and any deposit already taken. Cancelling and rebooking loses that continuity and voids the original folio.

Notifying the guest

Veridien sends automatic emails for new bookings and cancellations. It does not email the guest for every date or room change, so when you move a booking, tell the guest directly. You can re-send booking details from the confirmation tools on the reservation.

Common mistakes when modifying

Not checking the new total. Day-of-week and seasonal pricing can change the price when you move dates. Always read the cost breakdown in the Confirm Move dialog.

Deleting instead of cancelling. Deletion is blocked once there are payments or an issued invoice, and it leaves no record. Cancel guest cancellations so the folio is voided for audit and inventory is released cleanly.

Trying to cancel an in-house guest. Once a booking is checked in, it can no longer be cancelled. Handle early departures through check-out instead.