Change Reservation Dates, Extend a Reservation, Add Units, Move Units, Delete Units, Edit Guest Information, Change Guest, Update Occupants, Update Vehicle Information
Last Updated: July 23, 2025
Link to Feature: https://app.fireflyreservations.com/reservations (or click here then search for the reservation needed)
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Overview
A key part to reservation management is being able to quickly identify the details of the reservation and easily make changes. Whether that be updating the stay dates, extending stay dates, moving a reservation to a new unit, adding units, deleting units, or updating the occupants, it can all be done efficiently within Firefly. You can even automatically update the charges for the reservation based on the changes you make.
Understand Reservation Details
A single reservation has a large amount of information. This section will help breakdown what you are looking at and have access to on a reservation's details page.
There are tabs at the top of every reservation to quickly help you navigate to the following:
- Unit Information - make changes to unit details for the reservation
- Add-Ons - add, remove, edit any reservation add-ons
- Guest - view or update guest information
- Charges - there are two charges tabs: Charges and POS Transactions
- Charges -view and manage charges and payments
- POS Transactions - view and manage transactions on the POS
- Invoices - generate, view, and send invoices
- Policies - view and send policies to the guest
- Notes - this is an internal notes section for you and your team. The guest will not see these
- Notifications - a log of previously sent communications for this reservation
- History - a change log for this specific reservation with actions taken, dates, and user details
- Attachments 📎 - a two way file share with your park and the guest portal
Recalculate Charges
Before making any changes to a reservation, it is important to understand the Recalculate Charges feature. This feature appears as an option when changing stay dates, creating an extension, or moving units.
When you recalculate charges, Firefly uses the unit's current rates and the rate calculation method set in Property Settings to recalculate the reservation's charge.
If a guest has not paid anything towards the unit charge, it will simply just update the charge and show a new total due.
If a guest has already paid for their reservation, the charges will update and show as either 
(if the stay length or rate decreased) or 
(if the stay length or rate increased). In an overpaid scenario you can either issue a refund or edit the charge price so it equals the total amount paid. For partial paid charges, you can make a payment or zero out the charge so Firefly automatically makes the charge total equal to the payments received.
Recalculate Charges option in the Change Reservation Dates pop-up
If recalculating, remember to check the Charges tab to process appropriate refunds or additional payments.
Be sure to uncheck the option if you do not wish to recalculate charges.
Change Reservation Dates
To change a reservation date, you have three options from two places.
- From the Reservation Grid - You can click and drag a reservation to lengthen the stay dates. Hover over the right side of the reservation until you see the double-sided arrow. Click and drag the reservation's departure to a new date.
When you release the cursor's hold, you will see the pop-up shown here:
Make changes as desired then select "Save" to simply close the menu pop-up and move on, or select "Save and view charges" to save the change and be taken to the reservation's details page. - From the Reservation Grid - You can right-click on the reservation you wish to update. A menu of actions will appear, select "Change stay dates".
- From within a reservation - click the Options dropdown on the Units Tab. For the unit you need to make the changes to, click
then select "Change stay dates".
Methods 2 and 3 above will present the Change Reservation Dates pop-up shown below.
Specify the new date range then pay careful attention to the Option highlighted below. The Recalculate Charges option in enabled by default. This will automatically update the reservation's charges reflect the new date range based on your current rates. Be sure to uncheck the option if you do not wish to recalculate charges.
Select Recalculate Charges to update charges
TIP: Use the Extension feature to show an extended departure as a separate stay and independent charge. The feature also allows you to move the extension to a new unit at the same time, if desired.
Extend a Reservation or Create an Extension
Creating an extension in Firefly allows you to extend the guest's stay by changing the departure to a later date. It is even possible to move the guest to a new unit in the same action.
You can create an extension on the Expanded Grid or on the Reservation Details.
To extend a reservation on the grid:
- Right-click on any reservation and choose "Create extension". From here, see step 4 below.
To extend on the Reservation Details:
- Go to the reservation in question
- Click the Options tab under the unit
- Click "Create Extension"
- Choose the extension's departure date
- Select a new unit if the guest is moving
- If desired, send the guest a New Charge notification. This may be helpful to confirm the extension and share the reservation unit's charge for the additional night(s).
- Click Save
About Extensions:
- Extensions respect buffer days.
- If creating a same-unit extension on a unit with buffer days, you will be allowed to make the extension and the buffer days will move to the end of the stay.
- If creating an extension with a move to a different unit that is empty but occupied by buffer days, you must remove the buffer days then create the extension.
- Extensions create a separate Reservation Unit charge for the additional night(s). The charge of the original reservation unit remains as it was prior to the extension.
- Unit stays and charge descriptions show a special designation as "Extension".
- Smart Check In/Out: if an extension is on the same unit, marking the reservation as checked in/out will auto-handle both the original stay and the extension.
- Extensions do not incur any service fees from Firefly.
Move 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 display, select Move to new unit.
- From a reservation's details page - when in a reservation, navigate to the Units Tab. On the unit you need to make the changes to, click the Options dropdown. You will see a list of actions, select Move to new unit.
Either option above will display the same Change Unit pop-up, shown below. The first action in the pop-up is to choose when the unit move takes effect:
- "From the first day of the reservation" will change the entire reservation to the new unit.
- "Starting on specified date" allows a planned site change in the middle of a reservation. Whichever date you choose will break the reservation into two separate charges - 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 select the unit the guest is moving to.
By default, only units that match the same restrictions as the current unit will show up. You can enable the Override Restrictions option to see all available units.
Lastly, pay careful attention to the "Recalculate Charges based on new unit rates" option. This is enabled by default and must to unchecked to keep the charge the same. If recalculating, you may have to process appropriate refunds or additional payments.
Change Unit Popup
NOTE: If you need to move a unit from the arrival date and change stay dates, you will move the unit first or change the dates first. You cannot do both at the same time.
Sometimes if you try to change the dates first, it could be blocked by another reservation in the unit. Thus moving units first, or moving the reservation to a test unit or overflow unit (as a placeholder), and then updating the dates will work.
If you are looking to move a unit from mid-stay and change stay dates, use the Extension feature which can complete both actions at the same time.
Edit Guest
On the Guest tab of a reservation, select "edit guest" to change the contact information associated with a reservation's guest. 
You will be taken to the guest's profile, which allows you to edit the information seen below.
CAUTION: Changes to guest information applies to all units when a reservation includes multiple units. In these cases, you must split the reservation to change guest information for a specific unit.
Change Guest
If you need to assign a different guest to a reservation, navigate to the reservation's Guest tab and select "change guest".
The Select Guest pop-up opens, allowing you to search for an existing guest or create a new guest profile.
CAUTION: When the guest is changed on a reservation, the change applies to all units on the reservation. If a reservation includes multiple units, the only way to associate a unit with a different guest is to split the reservation.
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.
Add a Unit to a Reservation
You can add additional units to an existing reservation using the Add Unit feature. This feature is great for stay extensions, multiple units for the same dates under one guest, and even multiple stays on different dates or different units. The stays may be consecutive or over time, even over several weeks or months.
- On a reservation's Units tab, click the Add Unit button
- Enter the stay information then click Complete And Return To Reservation.
Note: This page appears very similar to the New Reservation process, but the page heading and action button confirm you are adding a unit to an existing reservation. 
Remove a Unit from a Reservation
To cancel or delete a unit stay from a reservation, you will remove the unit from the reservation.
- On the reservation's Units tab (the first tab you see by default), click Options on the specific unit you wish to remove
- Select Remove Unit
- Click "Yes, Remove Unit"
NOTE: If no payments were applied, the unit's charge will be automatically deleted.
If the unit's charge has a payment, removing the unit will not automatically delete a scheduled payment, refund a prior payment, or delete a charge. Navigate to the Charges tab to make those changes.
Merge or Split Reservations
While there is currently no tool within Firefly to assist with merging or splitting reservations, we know sometimes these changes must be done after bookings are made. Follow the steps below to combine or separate existing reservations.
CAUTION: If you make this change during a high booking time, it is important to do so quickly so the unit you are removing from a reservation is not booked by a new guest.
Merge Reservations
- Identify the reservation you will keep and the reservation you will combine with it.
- Cancel the reservation you do not wish to keep. If you wish to merge a unit from a multi-unit reservation, you will remove the unit from the reservation instead of cancelling.
- Add the unit to the reservation you are keeping.
- Update charges on the reservation that was kept (ex: edit charges, add payments, etc). If you need to transfer funds from one reservation to another, you can do this with reservation credits.
NOTE: Canceling reservations to merge them will send a cancellation email. You can let your guest know this is part of the merge process or choose to temporarily turn off the Reservation Cancelled email template before making any cancellations.
Split Reservations
Follow these steps to separate a multi-unit reservation into multiple independent reservations:
-
On the reservation's Units tab, remove the unit
- if payments were made to the reservation's charges, you will address these in step 3
- Create a new reservation for the stay
- Process a refund on the original reservation if appropriate or transfer funds between the original reservation and the new reservation using reservation credit.
- Ensure all charges for removed units on the original reservation are deleted or zeroed out.
🙋♀️ Still need help? Email: support@fireflyreservations.com and one of our technicians can help answer your questions.
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