Reservations
Reservations are bookings that give users access to studios and other resources. This guide covers finding reservations, understanding the different types, and handling common tasks like cancellations.
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:
- Use the search bar to find specific bookings
- Use filters to narrow down:
- Status — Active, Cancelled, or All
- Resource Type — Hourly studios, monthly studios, equipment, tours
- Location — Filter to a specific facility
- Resource — Filter to a specific studio
Click any row to open the reservation detail page.
List vs Schedule View
The page has two views:
- List View (default) — Table showing all reservations with sorting and pagination
- Schedule View — Calendar showing reservations as events on a timeline
Hourly Reservations
Time-limited bookings with a specific start and end time. Customers pay per session with credits or a card.
On the list: Shows full date and time in the location's timezone.
What Staff Can Do
- View any hourly reservation
- Cancel upcoming reservations (restores credits automatically)
- Edit the resource assignment and notes
- Reassign to a different studio if needed
What Staff Cannot Do
- Create hourly reservations — Only customers can book hourly sessions through the checkout flow
- Change the time — Start and end times are fixed
- Modify the payment — Amount and method are read-only
Cancelling Hourly Reservations
- Find the reservation
- Click Cancel (row menu or detail page)
- Confirm the cancellation
The system automatically:
- Restores any credits the customer spent
- Processes Stripe refunds if paid by card
- Syncs with Acuity if applicable
You can only cancel upcoming reservations. Completed or already-cancelled ones can't be cancelled again.
Tours
Facility walkthroughs scheduled through Acuity. Tours are free and don't assign a specific resource—they cover the whole facility.
On the list: Shows "Tour" in the resource column instead of a studio name.
How Tours Work
Customers book tours through the public website. The booking syncs with Acuity, which manages the scheduling and sends calendar invites.
When a tour is booked:
- The customer receives a confirmation email with location details
- The community manager receives a notification
- An ICS calendar invite is generated
What Staff Can Do
- View tour details and customer information
- Cancel upcoming tours
- Add notes for internal reference
What Staff Cannot Do
- Create tours through the staff dashboard — Customers book through the public site
- Reschedule tours directly — Changes sync through Acuity
If a customer reschedules or cancels through Acuity, the system automatically updates the reservation.
Tours on the Dashboard
The staff dashboard shows a Tours Goal gauge tracking scheduled tours against a weekly target. This helps monitor customer acquisition activity.
Monthly Reservations (Lockouts)
Ongoing studio subscriptions billed through Stripe. These don't have an end time—access continues as long as the subscription is active.
On the list: Shows just the start date (no time).
See the Lockouts guide for creating, updating, and canceling monthly reservations.
Status Meanings
| Status | What It Means |
|---|---|
| Upcoming | Reservation is scheduled for the future |
| Active | Reservation is currently in progress |
| Completed | Reservation time has passed |
| Cancelled | Reservation was cancelled |
For monthly reservations, "Active" means the subscription is running. "Upcoming" means it's scheduled to start on a future date.