Definitions:
FE User → stands for Front End User; refers to those that are using the website & app
CTA → stands for Call to Action; in our platform, typically refers to a clickable button
Description: Need to switch to a different location for an upcoming reservation? You can now make that change yourself — no need to reach out to support and wait for a fix.
Just update the location on your reservation and the hub will take care of the rest:
• Availability is checked instantly so you only see valid options
• A confirmation email is sent as soon as the change is saved
• Any price difference is automatically charged or refunded, so billing is always accurate
Key Users: Hub users (admins) managing individual reservations.
Use Case: A large community has several reservable clubhouse spaces: a main event hall, a smaller meeting room, and a private dining room — each with different capacities and rental rates.
A resident has reserved the meeting room for an upcoming book club gathering. After signing up, the group grows from 8 people to 20, and the meeting room simply won't fit everyone comfortably. She reaches out to the community manager to ask about switching to the main event hall.
The community manager pulls up the resident’s reservation in the dashboard, swaps the location to the main event hall, and saves the change. The price difference is automatically calculated and charged, and Patricia gets a fresh confirmation email with the updated details — all within minutes of her initial request.
The book club has plenty of room, everyone's on the same page, and the community manager was able to fit the whole thing in between other tasks without missing a beat.
How to Access:
Admin | To Update a Reservation: Log into the hub → Reservations → Select the desired reservation → Edit
Admin | Change a Venue: Log into the hub → Reservations → Select the desired reservation → Edit → Select a new venue → Select the appropriate rate and deposit from the dropdown → Save → Confirm the new payment breakdown before submitting
Admin | Override Rates: Log into the hub → Reservations → Select the desired reservation → Edit → Custom Price Override checkbox → Adjust rates → Save → Confirm the new payment breakdown before submitting
Associated Notifications:
Receiver of Notification | Trigger | Meaning |
FE User | Reservation Update | User receives an email when their reservation is updated on their behalf, providing the updated details for the reservation |
FE User | Increase in Cost | Changes made to the reservation resulted in a payment link being sent to the user to pay for additional costs |
FE User | Decrease in Cost | Changes made to the reservation resulted in a refund being sent to the user |
Important Notes:
What can be updated: Venue, time, date, rates, add-ons, prompts, notes
When venue changes are made, the rate and deposit will need to be re-selected
When venue changes are made and no price difference where a payment link would need to be sent to the resident, any new waivers or prompt answers would need to be collected by the hub admin outside of the platform
When edits are made prior to the reservation being confirmed, the reservation now remains in pending state until approved, denied, or placed on hold.
Visual Reference: