Creating and managing reservations

Facility Rental → Reservations is the hub of daily operations. It has three tabs: Upcoming (the default; requests and approved reservations that have not started yet), Awaiting approval (with a counter) and Past (reservations whose start has passed). Narrow the list with the facility filter and the Code, name or phone search box; when searching by code, type the whole code.

New reservation

New reservation on the Reservations page or the Facility Calendar opens a side panel; clicking an empty cell on the Facility Calendar opens it with that facility and time. Creating reservations needs the “Tesis rezervasyonu oluşturabilir” (create facility reservations) permission.

1. 1

   Facility, date and duration

   Only active facilities are listed. The date defaults to today; Duration is preset to the facility's first duration (the minimum with flexible duration).

2. 2

   Time

   Available times are listed as chips; times that are taken, blocked or inside the gap between reservations are faded and cannot be picked. If the facility is closed that day you see “The facility is closed on this day.”, on a holiday “This day is marked as a holiday.”, and with no free time “No available times for this day.”

3. 3

   Customer

   Search by name or phone (at least 2 characters) and pick from the list. If the customer is not registered yet, add them first on the Customers page or with Create → Create Customer in the top bar.

4. 4

   Extras and amount

   Once you pick a time, the facility's extras (if any) and the price summary appear: the Total, plus separate Rental and Extras lines when an extra is selected. Required extras come ticked and locked.

5. 5

   Optional fields

   People (multiplies per-person extras; exceeding the facility's capacity gives a warning but is not blocked), Note and Assigned staff (see Extras, recurring series and staff assignment).

6. 6

   Save

   Save creates an approved reservation and “Reservation created.” appears.

Taking a deposit

After you pick a time, a Take a deposit button appears under the Total (if your business has at least one payment method). It opens Deposit amount and a payment method; you cannot save with an amount but no method, and the method is not preselected. The deposit is recorded as a payment together with the reservation, and the reservation becomes Partially paid (Paid if you take the whole amount).

Save as an option

Save as an option (awaits approval) is meant to create an unconfirmed rental (e.g. a first meeting about a wedding hall) as awaiting approval. A reservation saved with this button is currently created straight as Approved; check its status after saving, and if the booking does not go ahead, close it with Cancel.

Warnings you may see when saving

• “The start time is in the past — the reservation was still created.” — you picked a time that started today but has not ended; the reservation is created. Times that have already ended are not listed.

• “The party size exceeds the facility capacity.” — the reservation is created; the warning is for information.

• “More than one pricing rule matches this time.” — the price was calculated with one of the rules (see Facility pricing).

• “The linked room is busy at this time” — the facility's linked resource has a lesson, appointment or event at that time. Save anyway creates the reservation.

• “The selected time slot is taken. Please choose another time.” — someone else just took the time.

• “The selected time falls within a blocked period.” — a blocked time from Close / Block covers that range.

• “That staff member already has a rental at this time.” — the assigned staff member is on another rental at that time.

Is the customer notified?

No fixed information SMS is sent to the customer for a reservation created by staff. To notify them, set up a message with the When a facility reservation is created trigger in Automations (see Automatic messages for facility rentals).

The reservation window

Clicking a row on the list or a card on the Facility Calendar opens the reservation window. At the top it shows the customer, facility and time; the status, the payment status (Unpaid, Partially paid, Paid), an Arrived badge if set and the reservation Code. If a deposit expectation is set and nothing has been paid, a Deposit expected: … badge appears. Below are the Date and time, Total and Remaining; any extras breakdown, security deposit and Part of a recurring series box; and the Payments list at the bottom.

The buttons depend on the reservation's status and your permissions:

• Confirm — on a reservation awaiting approval.

• Mark as arrived / Undo arrival — notes that the customer has arrived; the status does not change.

• Check-in / Check-out — records that the rental actually started and ended (see Check-in, check-out and how deposits work).

• Move — changes the date and time.

• Add payment — when there is a remaining balance and the reservation is not cancelled (see Payments and receivables in Facility Rental).

• Completed / No-show — only on an approved reservation.

• Cancel — on any reservation that is still open.

Completed, no-show and cancelled reservations cannot be reopened; on a completed or no-show reservation with a remaining balance only Add payment is shown.

Confirming

On a reservation awaiting approval, the Send the customer an SMS box above Confirm is ticked by default; if you untick it the customer gets no message and your business's automations for this event won't run either. While it is ticked the customer gets an information SMS (or, if you have a When a facility reservation is approved automation that messages the customer by SMS or WhatsApp right away, that automation sends the message) and, if the customer uses the Piyzi app, an entry on their Notifications screen. The boxes on the confirm, move and cancel screens are independent of each other.

Moving

Move shows the new date and that day's available times; pick a time and click Move. The duration does not change. The price is RECALCULATED: if the new time falls under a different pricing rule, the amount is updated. Extras on the reservation stay in the new amount unchanged.

The Send the customer an SMS box is ticked by default: if your When a facility reservation is rescheduled automation messages the customer by SMS or WhatsApp right away, the automation sends the message; otherwise an information SMS is sent. If you untick it, neither is sent. To move a reservation to another facility, drag its card to that facility's column on the Facility Calendar.

Cancelling

Cancel opens the cancellation panel. Type a Cancellation reason (optional). If money has been collected, “What happens to the … collected?” appears: Refund cancels the payments and removes the amount from the cash register; Forfeit the deposit keeps it as revenue. If there is a pending receivable, “The pending receivable will be cancelled automatically.” is shown. The Send the customer an SMS box is ticked by default. Finally click the red Cancel.

How are double bookings prevented?

When a reservation is created, the facility's time range is locked at the database level. If two people try to book the same slot at the same moment, only one succeeds; the other sees “The selected time slot is taken. Please choose another time.”. The Gap between reservations (min) you set on the facility counts as busy too.