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Editing Confirmed Reservations: A Quick Reference Guide

Discover the two ways to edit confirmed reservations in the Admin Site and how Campspot visually tracks updates for seamless reservation management.

Summary:

Managing reservations at your campground often means making adjustments along the way. This guide provides a quick look at the two ways to edit confirmed reservations in the Admin Site—Quick Edits and Advanced Edits—so you can make updates efficiently. We’ll also cover how the system visually displays changes, ensuring you stay informed about modifications to pricing and reservation details. Links to detailed KB articles are included to help you dive deeper.

Reservation Edits

Things don’t always go as planned, and guests may need to tweak their reservations. Whether it’s adjusting dates, switching sites, or updating occupant counts, the Admin Site makes it easy to modify confirmed reservations with two methods: Quick Edits and Advanced Edits.

Knowing when to use each method will help you keep things running smoothly while maintaining clear and accurate booking records. Plus, new system updates give you a clearer view of what’s changed, helping you stay on top of pricing adjustments and reservation modifications.

Quick Edits

Quick Edits allow you to adjust reservation dates swiftly without modifying other details. This method is ideal for straightforward date changes without altering the site or other reservation details.

  • Best For: Fast date changes

  • Example Use Case: A guest extends their stay by one night, and no other details change

Learn more! Check out these resources for more information:

Advanced Edits

When a reservation requires more than just a date adjustment, Advanced Edits provide the flexibility to change sites, update occupancy details, add or remove amenities, and modify pricing components like promo codes or packages.

  • Best For: More detailed reservation updates

  • Example Use Cases:

    • A guest switches to a different site

    • A family upgrades to a site with more amenities

    • Modifying Daily Add-Ons

Learn more! Check out these resources for more information:

How the Admin Site Shows Reservation Changes

To make reservation updates even clearer, the Admin Site provides a detailed breakdown of changes before you finalize edits. These updates help you track exactly what’s been modified—no need for manual screenshots or double-checking invoices.

What You'll See

Once an edit is finalized, the system will highlight:

  • 📅 Date Changes: Added or removed reservation dates are clearly marked.

  • 📍 Site Changes: Site moves are displayed for easy tracking.

  • 🏷️ Promo Code/Package Adjustments: Added or removed discounts are itemized.

  • ➕ Add-On Adjustments: Any changes to add-ons, including removals or swaps, are reflected.

  • $ Price Change Review: Provides clarity for any rate changes during edit (Quick and Advanced). You can now modify any changes during the advanced edit.

Please Note: If a reservation is using recurring invoices or split invoices, the reservation edit changes mentioned above will not be shown in the Reservation Changes dialog.

Here is an example of a reservation undergoing the edit process. The original site was switched to a different type, the number of occupants was adjusted, and the dates were altered. Campspot's visual pricing updates clearly show what modifications were made to the reservation and any effects on rates, fees, etc., along with the option to edit these changes during the process.

How to modify prices during edit

  1. Identify the invoice item you wish to edit.
  2. Click the three green dots next to it
  3. Select "Edit Item."
  4. Adjust the rate or total for the item.
  5. Click "Save."
  6. Repeat the above steps for each invoice item that requires editing.

Pricing visual 1

By clicking the Triangle icon highlighted by the orange bubble, you can view the pricing details for each day, enabling you to modify any remaining eligible charges.


Pricing visual 2

ADVANCED EDIT Price Modification: FAQ:

Frequently Asked Questions in this section, we address some of the most common inquiries regarding the Advanced Edit feature. This comprehensive FAQ aims to provide clarity and guidance on utilizing Advanced Edits effectively. Whether you're wondering about the types of changes you can make, how these edits impact pricing, or the best practices for ensuring accuracy, we've got you covered.

Q: What line items can I modify?

You can adjust base prices/package rates, Reservation Fees, Occupancy Fees, and Pet Fees.

Q: What line items cannot be modified?

Miscellaneous charges and recurring reservation or occupancy fees are not editable. Taxes cannot be altered here or on the invoice.

What if I am not able to edit any charges?

You can only edit eligible charges, and modifications are limited to a single invoice. If the reservation is on a recurring billing plan, pricing adjustments cannot be made during the edit. Additionally, users must have the Edit Invoice Item permission to alter rates in the edit workflow.

Q: Why would I need to modify the prices during an edit?

Campspot determines rates using the existing pricing and rule framework, so any edit initiates a re-evaluation of pricing. This visual pricing tool enables you to easily identify the changes resulting from the edit and adjust them back to their original state if needed.

Best Practice Tip: Always review the reservation details after completing an edit to confirm that all changes appear as expected. This ensures accurate communication with guests about any resulting updates, especially as future system improvements further enhance the editing workflow.

Note: While future updates will provide additional tools for tracking edits, this article covers the current system’s functionality.