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Modifying Existing Bookings

Last updated: November 2025

Learn how to edit bookings when guests need to make changes. From extending stays to switching rooms, this guide covers all modification scenarios.

Accessing a Booking for Editing

Step 1: Go to the Bookings tab in your dashboard
Step 2: Find the booking using search or scrolling
Step 3: Click on the booking to view details
Step 4: Click the Edit button

What Can Be Modified

You can edit the following booking details:

  • Guest name and contact information
  • Check-in and check-out dates
  • Room assignment
  • Payment amount and method
  • Payment status
  • Special requests and notes
  • Guest ID information
⚠️ Important: Booking ID and creation date cannot be changed. These are permanent records.

Common Modification Scenarios

1. Extending Stay (Later Checkout)

Guest wants to stay additional nights:

Step 1: Open the booking and click Edit
Step 2: Check room availability for extended dates
Step 3: Update check-out date to new date
Step 4: System automatically recalculates total cost
Step 5: Note additional amount owed
Step 6: Click Update Booking
Step 7: Collect additional payment from guest
Step 8: Update payment amount in booking

Example:

  • Original: 2 nights @ ₦30,000/night = ₦60,000
  • Extended: 4 nights @ ₦30,000/night = ₦120,000
  • Additional payment needed: ₦60,000
⚠️ Check First: Ensure room isn't booked by another guest for the extended dates. If room is unavailable, offer alternative room.

2. Shortening Stay (Early Checkout)

Guest leaves earlier than planned:

Step 1: Open booking and click Edit
Step 2: Change check-out date to actual departure date
Step 3: System recalculates for fewer nights
Step 4: Determine refund amount per your policy
Step 5: Update payment details
Step 6: Click Update Booking
Step 7: Process refund if applicable

3. Changing Room Assignment

Guest requests different room:

Step 1: Open booking and click Edit
Step 2: Click Select Room dropdown
Step 3: Choose new room from available options
Step 4: System updates pricing if room type differs
Step 5: Adjust payment if price difference exists
Step 6: Click Update Booking
Step 7: Inform housekeeping of room change
💡 Tip: Common reasons for room changes: AC issues, noise complaints, preference for different floor or view.

4. Updating Guest Information

Correct name spelling or update contact details:

Step 1: Open booking and click Edit
Step 2: Update Guest Name field
Step 3: Correct Email or Phone Number
Step 4: Update ID Type or ID Number if needed
Step 5: Click Update Booking

5. Changing Dates (Earlier or Later)

Guest reschedules entire stay:

Step 1: Open booking and click Edit
Step 2: Update both check-in and check-out dates
Step 3: Verify room is available for new dates
Step 4: Check if price has changed (seasonal pricing)
Step 5: Adjust payment if necessary
Step 6: Click Update Booking
⚠️ Important: If room isn't available for new dates, you'll need to assign a different room or find alternative dates.

6. Adding Payment

Guest makes additional payment:

Step 1: Open the booking
Step 2: Click Add Payment or Edit
Step 3: Enter new payment amount
Step 4: Select payment method (Cash, Transfer, POS, Online)
Step 5: Update payment status if now fully paid
Step 6: Click Update Booking

7. Adding Extra Charges

Guest uses additional services:

Step 1: Open booking
Step 2: Click Add Charge
Step 3: Enter description (e.g., "Laundry service")
Step 4: Enter amount (e.g., ₦3,000)
Step 5: System adds to total balance
Step 6: Collect payment at checkout

Modification Workflow Best Practices

Before Making Changes

  • Verify guest identity (confirm you're speaking to actual guest)
  • Check availability for new dates/rooms
  • Calculate price differences
  • Review your hotel's change policy
  • Get approval if significant changes (e.g., major refunds)

During Modification

  • Double-check all changes before saving
  • Note reason for change in special requests/notes
  • Update payment details accurately
  • Ensure new dates don't conflict with other bookings

After Modification

  • Send updated confirmation to guest
  • Inform relevant staff (housekeeping, reception)
  • Update room assignments if changed
  • Collect or refund payment as needed
  • Document changes in booking notes

Handling Multiple Modifications

Some bookings require several changes at once:

Example: Guest extends stay AND changes room
  1. First, check if current room is available for extended dates
  2. If not, select new room available for full duration
  3. Update check-out date
  4. Select new room
  5. System recalculates total with new room rate and nights
  6. Collect additional payment
  7. Update all details and save

Price Adjustments During Modifications

When Prices Change

  • Extending Stay: New nights charged at current room rate
  • Upgrading Room: Price difference charged from check-in date
  • Downgrading Room: Refund difference per your policy
  • Changing Dates: New dates may have different seasonal pricing

Handling Price Differences

If guest owes more:

  • Calculate exact difference
  • Explain charges clearly to guest
  • Collect additional payment
  • Update booking payment details
  • Issue receipt

If guest gets refund:

  • Apply your refund policy
  • Calculate refundable amount
  • Process refund via original payment method
  • Update booking payment to reflect refund
  • Get guest confirmation of refund receipt

Modification Restrictions

When You Cannot Modify

  • Booking is already checked out (create new booking instead)
  • No available rooms for new dates
  • Within cancellation deadline (per your policy)
  • You lack proper staff permissions

Workarounds for Restrictions

No available room for new dates:

  • Offer alternative room type
  • Suggest nearby dates
  • Add guest to waitlist if cancellation occurs
  • Recommend sister property if you have one

Guest already checked out:

  • Cannot edit closed bookings
  • If guest returns, create new booking
  • Link to previous booking in notes for reference

Nigerian Context: Common Modifications

Corporate Booking Changes

  • Companies often extend stays due to project delays
  • May change guest name (different employee assigned)
  • Update billing details as requested
  • Maintain corporate rate even with modifications

Event-Related Changes

  • Weddings may change dates (venue availability)
  • Guest count changes affect room quantity
  • Be flexible during festive seasons
  • Group bookings often need coordination

Payment Method Switches

  • Guest initially paid cash, wants to switch to transfer
  • Company booking changes from invoice to immediate payment
  • Online payment failed, switch to POS
  • Update payment method in booking for accurate records

Troubleshooting Modification Issues

Changes not saving?

Check internet connection. InnGO may be offline. Changes will sync when connection returns.

Room doesn't appear in dropdown?

Room is booked for selected dates. Choose different room or dates.

Price not updating after room change?

Refresh the page. If issue persists, manually note price change and update payment amount.

Can't change dates?

Ensure you're not creating overlap with other bookings for same room. Check availability calendar first.

Best Practices

  • ✓ Always document reason for changes in booking notes
  • ✓ Send updated confirmation after modifications
  • ✓ Double-check availability before confirming changes
  • ✓ Update payment records immediately
  • ✓ Inform all relevant staff about changes
  • ✓ Be flexible but follow hotel policies
  • ✓ Keep guest informed throughout modification process

Need More Help?

For booking modification assistance: