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Managing Hourly Reservations

Finding Reservations

Go to Staff → Reservations to see all bookings across locations.

Quick search: Press ⌘K and type a user's name to jump to their reservations.

From the list:

  1. Use the search bar to find specific bookings
  2. Use filters to narrow down:
  3. Status — Active, Cancelled, or All
  4. Resource Type — Hourly studios, monthly studios, equipment, tours
  5. Location — Filter to a specific facility
  6. Resource — Filter to a specific studio

Click any row to open the reservation detail page.

List vs Schedule View

The page has two views, switched via tabs at the top:

  • List View (default) — Table showing all reservations with sorting and pagination. Best for searching and filtering.
  • Schedule View — Calendar showing reservations as events on a timeline. Best for seeing availability and conflicts.

Viewing a Reservation

Click any reservation to open its detail page. The form has two tabs.

Details Tab

Core information about the booking.

  • User — Who made the reservation. Links to their profile.
  • Location — Which facility. Links to the location page.
  • Resource — Which studio or equipment. Links to the resource page.
  • When — Start and end time, displayed in the location's timezone.
  • Status — Active or Cancelled
  • Notes — Internal notes only staff can see. This is editable.

Payment Tab

How the reservation was paid for.

  • Payment Method — Credits or Free
  • Amount Paid — For card payments, shows the dollar amount charged
  • Credits Used — For credit payments, shows how many credits were spent
  • Credit Balance Used — If credits came from a specific balance (like a credit pack), shows which one with a link to the transaction
  • Acuity Appointment ID — For hourly reservations synced with Acuity, shows the appointment ID

What Staff Can Do

  • Book an hourly session for a customer, including same-day (see below)
  • View any hourly reservation
  • Cancel upcoming reservations (restores credits automatically)
  • Mark past or current reservations as no-show
  • Edit the notes field
  • Reassign to a different resource if needed

What Staff Cannot Do

  • Change the time — Start and end times come from Acuity and are read-only
  • Modify the payment — Amount and method are fixed after booking
  • Type in a customer's card. Send them a payment link instead

Booking for a Customer

Customers can't book a session starting within 24 hours. Staff can, as a deliberate exception, so a same-day request doesn't get turned away.

Staff → Reservations → Add → Hourly booking.

  1. Pick the customer, or enter a new one's name, email and phone. Typing an email that already has an account finds that account rather than making a second one.
  2. Pick the location, then the studio. The studio list only shows that location's hourly studios.
  3. Pick the date, start and length. Starts are always on the hour; lengths are 1, 2, 3, 4, 6, 8 or 12 hours.
  4. Choose how they pay:
  5. Send payment link (default). Creates a link you send them. Copied to your clipboard automatically.
  6. Member credits. Only shown when they have a balance. Books immediately.
  7. Confirm.

If the session starts today, the form says so. That's expected, it's the exception being made on the customer's behalf.

What happens after

For credits, the booking is made right away and the customer gets their confirmation email and door code automatically, same as if they'd booked it themselves. A session starting in a couple of hours gets its code within about a minute.

For a payment link, nothing is held until they open it and pay. The studio can still be taken by someone else in the meantime. Once they pay, an unpaid link releases the room after 2 hours if they abandon it.

If a time is refused

The form tells you which of these it hit:

Message What to do
That time has already passed Pick a later time
That studio is already booked for part of that time Pick another time or studio
That time is blocked off in Acuity Someone blocked it; clear the block in Acuity or pick another time
That time is outside the studio bookable hours The studio isn't open then

If Acuity can't be reached, the booking is refused rather than guessed at. Try again shortly.

Cancelling

  1. Find the reservation
  2. Click Cancel (from the row menu or detail page)
  3. Confirm the cancellation

The system automatically restores any credits spent, processes Stripe refunds for card payments, and syncs the cancellation with Acuity.

You can only cancel upcoming reservations. Completed or already-cancelled reservations can't be cancelled again.

Marking as No-Show

  1. Find a past or current hourly reservation
  2. Click No Show (from the row menu or the detail page header)
  3. Confirm when prompted

No-show is informational only — it records that the customer didn't show up but does not trigger a refund or credit restoration. Once marked, a red No Show badge replaces the normal status.

Status Meanings

Status What It Means
Upcoming Reservation is scheduled for the future
Active Reservation is currently in progress
Completed Reservation time has passed
No Show Customer didn't show up
Cancelled Reservation was cancelled