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Changing a Booking - Modify Dates, Units & Add-Ons

5 min read Beginner For Owner, Manager, Staff Updated about 2 months ago
Quick Answer
To modify a booking, find it in Bookings → Your Bookings or Cart Orders, click Modify, make your changes (dates, units, add-ons), review the price difference, and process any additional payment or refund.

Changing a Booking

Customers often need to change their reservations—different dates, different equipment, or additional extras. RecSystems makes modifications straightforward while handling the financial adjustments automatically.

What Can Be Modified

You can change:

  • Dates and times — Reschedule to different days
  • Duration — Extend or shorten the rental
  • Unit — Switch to different equipment
  • Quantity — Add or remove units
  • Add-ons — Add or remove extras
  • Location — Change pickup point

Finding the Booking

From Dashboard

  1. Go to Dashboard → Carts or Bookings
  2. Search by:
    • Confirmation number
    • Customer name
    • Email or phone
  3. Click on the booking

From Calendar

  1. Go to Bookings → Calendar in the navbar
  2. Find the booking bar
  3. Click to open details

Modifying a Booking

Step 1: Open Modify Mode

  1. Open the booking/cart
  2. Click Modify button
  3. The cart enters edit mode

Step 2: Make Changes

Changing Dates

  1. Find the booking item
  2. Click on dates section
  3. Select new start date
  4. Select new end date/time
  5. System validates availability

Switching Units

  1. Remove current unit (or click change)
  2. Search for new unit
  3. Select the replacement
  4. Verify availability for dates

Adjusting Add-Ons

  1. Find add-ons section
  2. Check/uncheck add-ons
  3. Adjust quantities as needed

Changing Location

  1. Find location selection
  2. Choose new pickup location
  3. Location fee updates automatically

Step 3: Review Price Changes

The system shows:

  • Original price
  • New price
  • Difference (additional charge or refund due)
Original Total:     $350.00
New Total:          $425.00
──────────────────────────────
Additional Due:      $75.00

Step 4: Process Payment Difference

If customer owes more:

  1. Collect additional payment
  2. Process card transaction
  3. Modification complete

If customer is due a refund:

  1. Review refund amount
  2. Process refund
  3. Modification complete

If price is the same:

  1. Confirm changes
  2. No payment needed
  3. Modification complete

Step 5: Confirm

After completing:

  • Updated confirmation sent to customer
  • Calendar reflects changes
  • Payment records updated

Common Modification Scenarios

Rescheduling to Later Date

Customer wants to move booking from Saturday to Sunday:

  1. Modify the booking
  2. Change dates to Sunday
  3. Check for price difference (weekend vs weekday rules)
  4. Process any difference
  5. Confirm new date with customer

Extending a Rental

Customer calls to extend by one more day:

  1. Modify the booking
  2. Change end date to add a day
  3. Price increases by one day's rate
  4. Collect additional payment
  5. Confirm extension

Upgrading to Larger Unit

Customer wants bigger boat:

  1. Modify the booking
  2. Switch to larger unit
  3. Price difference calculated
  4. Collect upgrade fee
  5. Confirm new equipment

Adding an Add-On

Customer forgot to add cooler:

  1. Modify the booking
  2. Add cooler add-on
  3. Price increases by add-on cost
  4. Collect additional amount
  5. Confirm addition

Modifications and Pricing

Price Increase

When changes cost more:

  • Difference is calculated
  • Customer pays additional
  • Payment added to booking

Price Decrease

When changes cost less:

  • Difference is calculated
  • Refund processed
  • Refunded to original payment method

No Change

When price is same:

  • Just confirm changes
  • No payment needed

Restrictions on Modifications

Time Limits

Some changes may be restricted close to the booking date based on your policies.

Status Restrictions

Status Can Modify?
Pending Yes
Reserved Yes
Rented Limited
Returned No
Completed No
Cancelled No

Availability

Modifications require the new selection to be available. If not available, the change can't be made.

Communicating with Customers

Inform Them of Changes

After modifying:

  • Recap what changed
  • Confirm new dates/equipment
  • Explain any price difference
  • Confirm they received updated email

Get Approval First

For significant changes:

  • Explain the modification
  • Quote any price difference
  • Get verbal confirmation
  • Then make the changes

Troubleshooting

Can't modify booking

  • Check booking status (must be modifiable)
  • Verify user permissions
  • May need to contact admin

New date not available

  • Check for conflicts
  • Look at blackout dates
  • Consider alternative units

Price calculation seems wrong

  • Review original vs new items
  • Check for price rules applying
  • Verify add-ons and fees

Related Articles:

Frequently Asked Questions

How do I change the dates on a booking?
Find the booking, click Modify, change the dates/times, review the new price, and process any price difference (additional charge or refund).
Can I switch to a different unit?
Yes, when modifying, you can change the unit. The system checks availability and calculates any price difference between the original and new unit.
What if the new booking costs more?
The system calculates the difference. You'll need to collect the additional amount from the customer before completing the modification.
Can I modify a booking after check-in?
Some modifications are possible during rental, but significant changes are typically done before check-in. Contact support for complex in-progress changes.