Learn to change dates, move units, and update occupants for a reservation while automatically recalculating charges
A key part to reservation management is being able to make changes quickly to a reservation. Whether that be updating the stay dates, moving a reservation to a new unit, or updating the occupants, it can all be done easily within Firefly. You can even automatically update the charges for the reservation based on the changes you make.
Change Reservation Dates
Changing Reservation Dates can be done in two places.
- From the Reservation Grid - right click on the reservation you wish to update. A menu of actions will come up, select
- From Reservation Management Page - when in the reservation management page of a specific reservation, navigate to the Units Tab. For the unit you need to make the changes to, click
. This will bring down a dropdown, select Change Stay Dates.
Whichever method you choose, you will be prompted with a popup to select the new dates. After you specify the new date range, if you want the reservation charges to automatically update to reflect the new range based on your rates, be sure to click the checkbox next to "Recalculate Charges".
Select Recalculate Charges to update charges
When you recalculate charges, Firefly will use the current unit settings to calculate the new charges. If a guest has not paid anything towards the unit charge, it will simply just update the charge and show a new total due. However, if a guest has already paid for their reservation, the charges will update and show as either 
(if you shortened the stay) or 
(if you lengthened the stay). In each case you can either issue an appropriate refund for the overpaid scenario or take extra payment for the partial paid scenario.
Move a Reservation to a New Unit
Moving a reservation to a new unit can be done in two places.
- From the Reservation Grid - right click on the reservation you wish to update. A menu of actions will come up, select
- From Reservation Management Page - when in the reservation management page of a specific reservation navigate to the Units Tab. For the unit you need to make the changes to, click . This will bring down a dropdown, select Move to new unit.
Note: You cannot move and change unit dates at the same time. You will have to move a unit first, then update the date range. Sometime if you try to change the dates first, it will be blocked by another reservation in that unit. Thus moving units first or moving the reservation to a fake unit and then updating the dates will work.
Whichever method you choose, you will be prompted with the same popup to move to a new unit.
Change Unit Popup
You will have two options to choose from when thinking about changing a unit for a reservation.
- "From the first day of the reservation" will change the entire reservation to the new unit specified below.
- "Starting on" then selecting a date allows functionality to have a planned site change in the middle of a reservation. Whichever date you choose will break the reservation into two pieces, one on the current site, and the other on the new site starting on the specified date
Once you choose between these options, you will then choose the unit you would like to move them to. By default only units that match the same RV restrictions for the current unit will show up. You can click Override Restrictions above to take away those restrictions. Lastly, if you want the reservation charges to automatically update (if applicable) to reflect the rates of the new site you chose, click Recalculate Charges based on new unit rates. Again, you may have to process appropriate refunds or addition payments depending on the site they are moved to.
Update Reservation Occupants
Does a guest show up with an extra occupant than they originally specify? You can easily update occupant numbers and if your rates are setup to charge extra per night for occupants past an included amount, automatically update the charges to reflect the extra occupant.
To update occupants, navigate to the reservation page for the specific reservation. Head over to the Units tab. For the unit you need to make the changes to, click 
and this will drop down a list of actions. Click Update Occupants. You will then be given the popup.
Change Occupants popup
Again, you will have two options to choose from when updating occupants.
- "From the first day of the reservation" means for their entire stay they are now going to have extra or less occupants.
- "Starting on" then selecting a date means they know someone else will be joining them on a certain day through the end of their stay or when you update it again.
Then you can update the occupants by using the sliders below each occupant type. Remember to hit Recalculate Charges if you want your charges to update to reflect the extra per night charge you have set up for additional occupants over a certain limit within your rates (if applicable). Again, you may have to process appropriate additional payments depending on if the update goes over the limit you have set up.