Open the existing reservation when the reservation time, equipment (the Spot), or purpose changes. Identify the correct reservation by its name, Spots and time period. Spots linked to the same reservation share its details: changing that reservation affects all of them.

Changing a single reservation in the browser

  1. Open Reservations management → Reservations from the side menu and select the Reservations list tab.
  2. Open the reservation by clicking its name or the pencil icon on its row.
  3. Update Reservation name, Status, Reservation site, the Spot selection and Explanation as needed. If the reservation includes several Spots, check the entire selection before saving.
  4. Set Reservation start time and Reservation end time. For a reservation with specific times, also fill in the hour and minute fields. Whole day disables the time fields. A whole-day reservation for a single day is saved from the start of that day to its final second.
  5. Check Contact name, Contact phone and Contact email, and, if needed, Billable and Billing comments.
  6. Select Save at the bottom of the form. Reopen the reservation and check the saved details. Also check the time period on the Reservations calendar tab.

Reading, changing and deleting reservations each require the corresponding permissions. If you do not have permission to edit, the form displays the details as read-only and the Save button is not shown. The trash icon for deletion is only visible if you have permission to delete.

A name, at least one Spot, a start time, an end time and a status are required. The name can contain up to 50 characters and the explanation up to 300 characters. Contact details are optional, but any email address you enter must be valid.

When can a change be blocked?

The start must be before the end, and a reservation can last no more than ten years. If the reservation is linked to a reservation site, that site must be active even when changing an existing reservation.

The new time must fit around the other reservations for every selected Spot. The check also includes reservations with the Completed status. Changing only the status therefore does not remove a time overlap. For reservations with specific times, the previous reservation can end at exactly the time the next one starts: for example, 9:00–10:00 and 10:00–11:00 do not overlap.

If saving reports an overlap, also check the other Spots linked to the same reservation. Correct the time or Spot selection and save again. If the reservation site is not in use, determine whether the site should be activated or the reservation linked to another site. A failed save of a single reservation does not replace its previous details.

Changing a single reservation on mobile

Android: open Sites / Projects from the main menu, open the site and select Spots. Tap the reservation row to open the Edit Reservation view. Update the name, explanation, start and end dates and times, reservation site and contact details. Select Save Changes at the bottom of the form. Saving this way sets the reservation to active. If you want to end the reservation, use the Mark as done button in the form's status section; this also saves the form details.

iOS: open the Spot and its Reservations section. On the Open tab, select a reservation you created yourself. Another user's reservation opens for viewing in this list. Update the reservation details and select Save at the bottom of the form; a normal save sets the reservation to active. To end an active reservation, use the END RESERVATION button in the status section at the top of the form.

Use the browser form when you want to manage the Spots linked to the reservation or its billing details. After making a change on mobile, check the reservation dates, times and status again in the list or in the browser.

Changing multiple reservations on Android

Batch editing replaces the start, end and status of the selected Spot reservations with the same values. It does not change names, Spot links, contact details, the reservation site or billing details, or the stock reservations in the reservation site's Products list.

  1. Open Sites / Projects → open the site → Spots.
  2. Select the reservations to change using the checkboxes on their rows. An icon for editing multiple reservations appears at the top of the list, to the left of the search icon.
  3. Tap the icon. The form that opens is titled Batch edit reservation.
  4. Fill in Set begin, Set end and Set status. All three are required, and the status is either Active or Completed.
  5. Select Save. Check each selected reservation in the updated list.

The form starts empty and does not preserve the selected reservations' different time periods. The date pickers allow you to select today or a future date; past dates cannot be selected. The form has no time selection, so it is not suitable for changing only the status while preserving the existing times. If you need exact times or corrections to past dates, change the reservations individually in the browser. Also check the saved times after batch editing.

Batch editing may succeed only partially. Each reservation is checked and saved separately. For example, an overlapping reservation or an inactive reservation site may prevent one change even if the others are saved. Changes that have already succeeded are retained; they are not rolled back because of an error in another reservation.

Android closes the form as soon as the request is sent and updates the list even after partial success, without displaying individual reservation errors. The form closing or the list updating therefore does not indicate that all changes succeeded. Compare the start, end and status of every selected reservation with the values you entered. Correct any reservations that remain unchanged individually.

The iOS Batch edit reservation function cannot be used reliably for an equivalent change in this version. Make the changes individually in the browser or use Android batch editing with the checks described above.

Active, Completed and deletion

Active means an open reservation. Passing the end time does not automatically change the reservation to Completed: an active reservation is then late. Completed retains the reservation, its time period and its Spot links. It distinguishes an ended reservation from active ones, but does not shorten the reservation period or exclude the previously reserved period from overlap checks. If use ended earlier than planned, also correct the end time.

If the reservation is entirely incorrect, open the browser's Reservations list and click the trash icon on that row. Read the confirmation and confirm deletion. Deletion applies to the entire reservation and its links to all the Spots included in it. It does not delete the Spots or the reservation site. Check that the reservation has disappeared from the list and refresh the calendar view. Deletion is not necessary just to correct a time.

Also check billing and products

Changing the time, Spots or reservation site may change the inputs used to calculate reservation costs. Completed does not clear the Billable selection: a completed billable reservation may also be included in the equipment billing data for the selected period. Clearing the Billable selection excludes the reservation from this data, and a deleted reservation is no longer included. After the change, check whether the reservation is billable and check its billing comments. For pricing setup, see Reservation costs and billing details.

A change history is recorded for reservation changes and deletions. Deletion should not be interpreted as erasing all historical data, nor should the Completed status be interpreted as deletion.

Check products transferred to the reservation site separately. Changing, completing or deleting a Spot's calendar reservation does not record products as returned to stock. Changing the reservation site does not transfer its products along with it either. Record physical returns according to Reserving and returning products and check the quantities remaining at the site.