Reservation Calendar - Documentation Acosys

When To Use This Page

Checking who booked a court or room today or on a given date, and whether the deposit has arrived.
Seeing which units are free over the next days (Unit chart).
Recording customers who book by phone or walk in.
Recording guests who arrive (check-in) and finish (check-out).
Moving a reservation because of a problem with the court or because the customer asks to change the schedule.
Cancelling a reservation and seeing how much deposit must be returned.

Calendar Tab

Pick the date at the top right. The table shows reservations overlapping that date with the status Awaiting payment, Confirmed, In use, or No-show, plus Cancelled or Late payment reservations that still have a pending refund.

Column	Contents
Start, End	The reservation schedule.
Unit (column title follows the Unit Name, for example Court)	The unit that was assigned.
Customer, Contact	Name and contact. For portal reservations the name comes from the customer account.
Status	Confirmed, Awaiting payment while the 15-minute limit has not passed, or In use after check-in.
Total, Deposit received	The reservation value and the deposit used by this schedule, from the gateway payment.
Refund due	The amount that must be returned, if any. This amount cannot be used at the cashier.
Actions	Check-in (Confirmed, from the start date until the schedule ends), Check-out (In use), No-show (Confirmed whose schedule has started), Move (Confirmed and not yet started), Cancel (Awaiting payment and Confirmed), and Refund done (any reservation that still has a pending refund).

Users whose role is locked to one division only see the groups, rental products, and reservations of that division. Opening the screen and every action needs the Reservation Calendar menu on the role; Check-in and Check-out need the Customer Reservations menu. The server rejects them from a role without the menu.

Unit Chart Tab

Like a hotel room chart: rows are units grouped by type, columns are dates, and bars are reservations. Choose a range of 7, 14, or 31 days, step with the arrows, or press Today.

Bar colours follow the status: Awaiting payment, Confirmed, Check-in (In use), Check-out (Completed), and Blocked for Blocked Time. Completed reservations stay as history and their bar is cut at the check-out time.
The type row shows the unit kind and the number of units. For per-slot types each date shows the booking count; for per-night, month, and year types it shows free units against the number of units. A Occupancy row (percent of units occupied per date, for per-period types only) and a Blocked row appear on top when they have content.
A cashier icon beside a unit name means there is an open cashier invoice on that unit (a walk-in currently using it).
Click or tap a bar to open its menu: reservation summary (name, number, schedule, status, total, deposit), then the actions Check-in, Check-out, No-show, Move schedule or unit, Cancel, Refund done (when a refund is pending), and Open reservation form.
Click an empty cell (a date that has not passed) to open the Create reservation dialog with that type, unit, and date filled in.
The Search box highlights reservations whose ID or name matches and shows the count.

The chart only loads reservations with the status Awaiting payment, Confirmed, In use, and Completed, up to 31 days. Cancelled, Expired, and No-show reservations do not show on the chart; see the Calendar or the Report tab.

Creating a Reservation for a Customer

Choose Create reservation, or click an empty cell in the Unit chart.
Pick the reservation type (rental product group). The unit (its label follows that group Unit Name) may be left on Automatic, the first free unit, or chosen by you; a chosen unit is used as is and rejected when it is not free.
For a per-slot type fill the date, start time, and duration in minutes (a multiple of the slot length). For a type per night, month, or year fill the start date and the number of nights, months, or years; the dialog shows the resulting date range.
For per-slot or per-night rental, switch on Repeat every week if the reservation repeats, then fill the number of meetings and the gap in weeks; the dialog shows the first and last date.
Fill in the customer name (required), the contact (optional), and a note. The customer does not need an account.
Choose Confirm reservation.

A reservation created by an admin is Confirmed immediately with no deposit, so its payment is recorded at the cashier when the customer pays. Its price uses price level 1. A per-slot type must be inside opening hours and not yet started, like a customer; a per-period type does not use opening hours but its start date must not be in the past. A repeating reservation is created all at once: if one meeting conflicts, the whole series is rejected and the message names the meeting and its date.

Check-in and Check-out

On the reservation row (or the bar menu in the Unit chart), choose Check-in when the guest arrives. If it is earlier than the start time and the group sets an early check-in fee, the dialog shows the hours and the hourly rate; fill in the hours to charge (0 = free) or leave it.
The app opens a POS invoice on the table of that unit with rent lines at the reserved price, and the status becomes In use.
When the guest finishes, choose Check-out. If it is past the schedule and the group sets a late check-out fee, the dialog shows the hours and the rate the same way. The status becomes Completed and the rest of the schedule that had not started is released.

The requirements and consequences are explained in full on the Reservation Module Concepts page, in the Check-in and Check-out section.

No-show

On a Confirmed reservation whose schedule has started and that is not checked in, choose No-show.
If the reservation has a deposit, choose whether the money stays as Customer Advance balance or is returned (goes to the manual refund queue and the cashier balance becomes 0).
Choose Mark no-show. The schedule is released and the event is recorded in Reservation History.

Moving a Reservation

On a Confirmed reservation row that has not started, choose Move. A reservation still Awaiting payment cannot be moved yet.
Pick the target unit (or Automatic, which stays on the old unit when free, otherwise another free unit), the new date, then the start time and duration or the number of nights, months, or years. The same length is used when left empty.
The app releases the old schedule and holds the new one in a single step, recalculates the price and deposit, and records it in Reservation History.

Admins may move outside opening hours on a per-slot type; customers cannot. A move outside opening hours is recorded in the history.
A schedule that has already started cannot be moved.
The new schedule must not overlap another reservation on the same unit, including when its start time is not aligned to a slot (for example 10:30 in a 60-minute group that already has reservations at 10:00 and 11:00).
If the money still held does not cover the deposit of the new schedule, the move is rejected. If it is more than the new deposit, the difference becomes a manual refund and cannot be used at the cashier. Moving back to a higher price before the refund is returned cancels that refund.
The customer receives an email about the new schedule.

Cancelling a Reservation

On a reservation row with the status Awaiting payment or Confirmed, choose Cancel.
Fill in the cancellation reason (at most 500 characters). The reason is required and saved in the history.
Choose Cancel reservation. The schedule is released immediately and the customer receives an email with the reason.

Money already received automatically becomes a manual refund (the Refund due column) and the Customer Advance balance of that reservation becomes 0, so it can no longer be used at the cashier. If a gateway payment arrives after cancellation, for example an open QR is paid, the amount is added to the refund when the Calendar or Report is opened (checked up to 30 days after the reservation was created). Cancelling does not return money and does not create a refund journal; return the money outside the app and record the journal per your finance procedure.

Report Tab

Pick the From date and To date range, then a status if you want to filter.
Choose Show report.

Part	Contents
Reservations	The number of reservations in that range, each counted once.
Booking value	The total of all reservations shown, whatever their status, including cancelled or expired ones.
Deposit received	The deposit used by the schedule of each reservation. For a cancelled reservation, the last figure before cancellation.
Pending refund	The Refund due amount that has not been returned.
Count per status	How many reservations are in each status.
Bookings per unit	How many reservations each unit has. The title uses the Unit Name (for example "per court"); if groups use different names, all are listed.
Detail table	Start, unit, customer, contact, status, total, deposit received, and Refund due per reservation.

The status filter covers every status, including In use and Completed. To see refunds still to be returned, read the Refund due column. Refunds from cancellation and late payment are on the Cancelled and Late payment statuses; refunds from rescheduling to a cheaper price are on reservations that stay Confirmed. Booking value adds up every status shown; filter on Confirmed if you only want active reservations.

If Results Are Not What You Expect

Symptom	What to check
A cancelled or expired reservation does not show on the calendar	The calendar loads Awaiting payment, Confirmed, In use, and No-show, plus Cancelled or Late payment with a pending refund (the Unit chart: Awaiting payment, Confirmed, In use, and Completed). See other statuses in the Report tab.
The Refund done button is missing on a reservation	The button only shows when the Refund due column is above 0. Cancelled or Late payment reservations show in the Calendar table on their date while their refund has not been completed.
Reservation not found or outside your division	Your role is locked to a different division than the rental product group.
Cannot create a reservation: schedule outside opening hours	Only on a per-slot type: an admin creates reservations only inside opening hours. Add Opening Hours, or create inside the existing hours and then move it.
The schedule was just booked or is blocked	Another reservation, a Blocked Time, or a rental session running at the cashier overlaps, even if the start time differs.
Move is rejected because the payment does not cover the deposit	The new schedule costs more. Choose a schedule with an equal price or ask the customer to reschedule by themselves and pay the difference.
Check-in or check-out is rejected	The error message names the cause; the requirements are on the Reservation Module Concepts page, in the Check-in and Check-out and Common Problems sections.
Email was not sent	Check the SMTP settings and the customer email address; the failure is recorded as "emailfailed" in Reservation History.

Menu Location

Sales & POS / Reservation Calendar
/bookingadmin