Reschedule a Booking
How to move a booking to a different date or time using calendar-based or manual rescheduling in Resytech.
Reschedule a booking when a customer needs to change their reservation date or time. Resytech provides two rescheduling methods: calendar-based (guided, with availability checking) and manual (freeform, with conflict detection).
Before you begin
- Navigate to the booking you want to reschedule.
- The booking cannot be in a Canceled status.
Accessing the reschedule tab
- Go to Bookings and open the booking you want to reschedule.
- Click the Reschedule tab in the booking detail view.
Method 1: Calendar-based reschedule
Calendar-based rescheduling uses the activity's scheduling configuration to show you available time slots on a new date.
- On the Reschedule tab, use the calendar to browse available dates.
- Select a date. The system loads available time slots for that date based on the booking's activity, duration, and equipment.
- Select an available time slot.
- Configure rescheduling options:
| Option | Default | Description |
|---|---|---|
| Auto Refund | On | If the new time slot has a lower price, automatically refund the difference to the customer's original payment method. |
| Skip Pricing Recalculation | Off | Keep the original price even if the new time slot would normally have different pricing (e.g., different day-of-week rates). |
| Notes | Empty | An optional internal note explaining the reason for the reschedule. |
- Click Reschedule to confirm.
The system will:
- Update the booking's date, start time, and end time.
- Recalculate pricing (unless skipped).
- Process any refund if the new price is lower and auto-refund is enabled.
- Send a reschedule notification email to the customer.
- Sync with any connected calendar integrations.
- Log the change in the booking's event log.
When the calendar shows "manual"
If the booking's activity uses dynamic durations or doesn't have a matching duration configuration, the calendar may return a manual action. This means the system cannot generate standard time slots, and you should use the manual reschedule method instead.
Method 2: Manual reschedule
Manual rescheduling lets you set an exact start and end date/time without relying on the scheduling engine's time slot system. Use this for multi-day bookings, unusual durations, or when you need full control.
- On the Reschedule tab, switch to the Manual rescheduling mode.
- Enter the new schedule:
| Field | Description |
|---|---|
| Start Date | The new booking start date. |
| Start Time | The new booking start time. |
| End Date | The new booking end date (can differ from start date for multi-day bookings). |
| End Time | The new booking end time. |
| Custom Price | Optionally override the booking price for the new time. |
- Configure rescheduling options:
| Option | Default | Description |
|---|---|---|
| Force Reschedule | Off | Proceed even if there are scheduling conflicts with other bookings. |
| Auto Refund | On | Automatically refund the price difference if the new time is cheaper. |
| Skip Pricing Recalculation | Off | Keep the original price unchanged. |
| Notes | Empty | Internal note for the reschedule reason. |
- Click Check Conflicts to see if the new time overlaps with existing bookings.
Conflict checking
The conflict check returns:
| Field | Description |
|---|---|
| Has Conflicts | Whether any scheduling conflicts were found. |
| Conflicts | A list of conflicting bookings, each showing the confirmation code, date, time range, activity name, customer name, and conflict type. |
| Can Proceed | Whether the reschedule can go ahead. This is true if there are no conflicts, or if Force Reschedule is enabled. |
Conflict types include equipment conflicts (the same physical equipment is booked at the overlapping time) and facilitator conflicts.
- If there are no conflicts (or you choose to force), click Reschedule to apply the changes.
What happens after rescheduling
- The booking's date and time are updated immediately.
- Unless Skip Pricing Recalculation is enabled, line items are regenerated with new pricing.
- A reschedule notification email is sent to the customer.
- Connected calendar integrations are synced in the background.
- The booking's event log records the old and new times.
Tips
- Calendar-based rescheduling prevents double-booking. It only shows time slots that are actually available, accounting for equipment inventory and existing bookings.
- Manual rescheduling with Force is a power tool. Only use Force Reschedule when you are certain the conflict is acceptable (e.g., you have extra unlisted inventory, or the conflicting booking will be canceled).
- Skip Pricing Recalculation is useful for courtesy reschedules. If a customer is moving to a more expensive time slot but you want to honor the original price, enable this option.
- Past bookings can be rescheduled. The system does not prevent rescheduling bookings that have already occurred, which is useful for correcting records.
Common questions
Can I reschedule a canceled booking? No. You must first change the booking status back to Pending or Confirmed, then reschedule it. See Update Booking Status.
What happens to existing invoices when I reschedule? Open invoices remain unchanged. If the rescheduled price is different, you may want to manually close the old invoice and create a new one. See Send a Booking Invoice.
Does the customer get notified? Yes. A reschedule confirmation email is sent automatically after the reschedule is processed.