How to Extend or move a reservation

Via the room plan, reservations can be extended, shortened, changed to another date and time, or moved to another room.

Changing arrival or departure date

When wanting to change the arrival or departure date for a reservation, move the mouse to the beginning or the end of the reservation, until the pointer changes into two small arrows:

Depress the mouse button and drag the reservation bar to the desired position. As long as you keep the mouse key depressed and the new beginning and end dates are possible, the reservation bar will be blue and transparent. If a reservation is not possible for the selected date, the transparent reservation bar will be red.

Once you have selected your desired date, release the mouse button. This will result in the reservation being respectively lengthened or shortened.

Change or move entire reservations

You can also move the entire reservation to another date or room. To do so, move the mouse cursor to the middle of the reservation and click and drag it to the new date and/or room. If the move to a new room or date is not possible, the marking will again turn red. If you release the mouse button, the reservation will be moved to the new room and/or date.

Only reservations that have not been checked in yet can be moved!

If you move a room in the room plan to a different room type, protel Air will not automatically adapt the price. If you move the room to a higher room type for example, it is a free upgrade. If you want to do an upsell, we recommend to adapt the price via the RBD in the reservation dialog (to read more about the RBD, go to the reservation dialog > RBD > Change rate code or rate)

Additional information
Read the Move reservation chapter about how to move a guest to another room during their stay.

Things you should know about rate (re)calculation when extending/moving a reservation

When rate adjustements have been made in the RBD grid or Daily rates and you are extending an existing reservation or moving it to another arrival date,  the following scenarios are possible.

Scenario 1 -  Create reservation, rate amount change in Daily Rates and extend

1. A reservation is created on 25th Nov for 2 nights (100.00 per night).

2. The rate code (price) is increased on 25th for 3 nights by 10.00 via Daily Rates screen.

3. The reservation is extended by 1 night.

Result: Upon extension the extra night adopts the new price from the rate code.  

e.g.

1st Night 100.00

2nd Night 100.00

3rd Night 110.00

Scenario 2 - Create reservation, rate amount change in Daily Rates and new arrival dates

1. A reservation is created on 27th Nov for 2 nights (100.00 per night).

2. The rate code (price) is increased on 30th for 2 nights by 10.00 via the Daily Rates screen

3. The reservation is moved to 30th Nov.

Result: A complete recalculation will be applied.

e.g.

The reason for the logic change is to apply correct rules regarding yielding of rates. If we were to assume the original amount  then this would be incorrect as the rate (price) is only valid at the time of query/change.

Open Daily Rates help topic

Scenario 3 - Create reservation, rate amount override and extend

1. A reservation is created on 1st Oct for 1 night (100.00 per night)

2. The rate is overridden to 80.00 via Rate by Day grid and saved.

3. The reservation is extended by 1 night.

Result: 80.00 is fixed for the first night and 100.00 is for the extra night.

This is correct as the price is based on per day basis and the rate return for the extra night is dictated by the management of the hotel through general availability. If the hotel chooses to reduce the 2nd night then they need to override the 2 night rate amount manually and not assume the same behavior for the first night.

Scenario 4 - Create reservation, rate amount override and new arrival dates

1. A reservation is created for 1 night (100.00 per night)

2. The rate is overridden to 80.00 via Rate by Day grid and saved.  

3. The reservation is extended by 1 night and moved to 1 week ahead.

Result: The reservation will completely recalculate based on general rate availability. This is correct and again the user has the ability to override.

This is for example the same an airline pricing. If you move your booked ticket to other dates then this would be deemed as a new request on availability.

Open Rate by day grid help topic