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How do I Review, Approve, Reject, and Cancel Amenity Reservations?

Review, Approve, Reject, and Cancel Amenity Reservations

Some amenity reservations may not comply with your organization's guidelines. You can set up an amenity to require administrative review and approval of individual reservations. This article covers how to review pending reservations and decide whether to approve or reject them, plus how to cancel, and how to review past activity.

Whether reservations for a given amenity land in the Pending queue at all is controlled by that amenity's Automatically approve new reservations? setting (see "Create a New Amenity Listing"). If an amenity is set to auto-approve, member reservations are confirmed instantly and skip the Pending tab entirely — there's nothing for you to review.

 How to Open an Amenity's Reservation List

  1. Click the Features tab on the vertical Dashboard menu (left side of screen).
  2. Click the Amenities tab.
  3. Locate the desired amenity in the list. In the Actions column, open the three-dots menu and choose View Amenity.

 Reviewing Pending Reservations

  1. The Pending tab lists reservation applications, including the requesting member's name, e-mail address, and requested reservation date.
    • If you're certain a pending reservation should be approved, click Approve in the Actions column.
    • To dismiss a reservation that doesn't qualify, click Reject in the Actions column.
  2. To review full details before deciding, click View in the Actions column.
    • The "VIEW RESERVATION REQUEST" window shows the member's name and contact information, the requested date and time, and (if required) the stated reason for use.
    • Click Approve or Reject at the bottom of this window to process the reservation.
    • Approving opens the "APPROVE REGISTRATION" window, with space for notes about the approval and/or event.
    • Rejecting opens the "REJECT REGISTRATION" window, with space for notes about the rejection.
    • To exit without approving or rejecting: click Close, press Esc, or click the X in the top right corner.

 Canceling an Approved Reservation

  1. To cancel a reservation, it must first be approved. Then:
  • Click the Approved tab below the window name.
  • In the Actions column, click Cancel to open the "CANCEL RESERVATION" window.
  • Enter any notes about the cancellation.
  • Click Cancel Reservation to complete the process.
  • To exit without cancelling: click Cancel, press Esc, or click the X in the top right corner.

Members can also request cancellation of their own upcoming reservation from the amenities page. This doesn't cancel the reservation automatically — it notifies you that the member wants it canceled, and the reservation stays in the Approved tab exactly as described above, with the same Cancel action available, until you decide whether to process it.

 Reviewing Past Reservation Activity

  1. Approvals — Click the Approved tab. The list shows the requesting member's name, reservation date/time, and approval date. The Actions column offers View and Cancel buttons (you can still cancel an upcoming, previously approved reservation).
  2. Rejections — Click the Rejected tab. The list shows the requesting member's name, reservation date/time, and rejection date. The Actions column offers a View button showing the reason for rejection.
  3. Cancellations — Click the Canceled tab. The list shows the requesting member's name, date requested, reservation date/time, and cancellation date. The Actions column offers a View button.
  4. Damage Fees — Click the Damage Fees tab. The list shows the requesting member's name, reservation date/time, damage-fee resolution date, and fee amount. The Actions column offers Resolve Damage Fee (for unevaluated fees) and View.