Reservation Creation and Editing Help
Overview
The Reservation Creation and Editing form lets administrators manually create or modify guest reservations. It appears as a slide-in drawer on the right side of the screen when you click an empty cell in the calendar. Clicking an existing reservation card in the list opens the drawer in Detail or Edit mode.
What you can do with this form:
- Create a reservation with date, unit, and time pre-filled from the calendar
- Choose between nightly and hourly stay types
- Select a room type and plan
- Enter guest information
- Send payment and key links after creation
How to Access
Booking Management Dashboard → Calendar tab → click an empty cell (or the [+] button)
Or:
Booking Management Dashboard → Reservations tab → click a reservation card → Edit button
Features
Feature 1: Creating a Reservation from the Calendar (Create Mode)
When you click an empty area of the calendar, the date, unit, and time are pre-filled depending on the current view mode.
Auto-fill by View Mode
| View Mode | Action | Pre-filled fields |
|---|---|---|
| Month | Click the [+] button on a day cell | Check-in date |
| Week | Click an empty cell | Check-in date + unit |
| Timeline | Click an empty area | Check-in date + unit + time |
Form Fields
| Field | Description | Required |
|---|---|---|
| Check-in date/time | Start of the stay | Yes |
| Check-out date/time | End of the stay | Yes |
| Stay type | Toggle between Nightly (per night) and Hourly (per hour) | Yes |
| Room type | Select the room type to reserve | Yes |
| Plan | Select the plan for the chosen room type | Yes |
| Guest name | Name of the guest | No |
| Guest email | Email address (used for sending payment and key links) | No |
| Notes | Admin-facing notes (not shown to guests) | No |
Feature 2: Post-Create Actions
After a reservation is created, two link cards appear:
| Link | Description |
|---|---|
| Unpaid reservation link | Link for guests to complete payment and check in |
| Paid reservation link | Link for guests who have already paid — delivers the key only |
Each card has a "Copy link" button and a "Send by email" button (available only when a guest email was entered).
The generated URL format (when a facility slug is configured):
https://checkin.unlockos.io/{slug}?reservationId=...&reservationType=...
If no slug is set, the legacy ?facilityId=... format is used instead.
Feature 3: Reservation Detail Mode
Clicking an existing reservation from the list or the calendar opens the drawer in Detail mode.
| Field | Description |
|---|---|
| Guest info | Name and email address |
| Dates | Check-in and check-out date/time |
| Amount and payment status | Total amount and paid/unpaid state |
| Access code | Guest-facing door code (if issued) |
| Source badge | Booking origin (Direct / iCal / OTA) |
| Send payment link | Email a payment link to the guest |
| Send key link | Email an access code link to the guest |
| Edit button | Switch to Edit mode |
| Unlock activity | Actual unlock/lock history shown below the reservation code (see below) |
Unlock Activity
Below the reservation code field in Detail mode, an "Unlock Activity" section shows a timeline of the KEYVOX unlock/lock events tied to this reservation. It lets you see not just the reservation's intent (who is supposed to use the room and when) but what actually happened.
| Item | Content |
|---|---|
| Summary (unlock count, first unlock, last unlock) | Shown only when there is at least one unlock |
| Post-checkout unlock warning | A yellow notice banner appears if an unlock happened after the scheduled check-out time (possible overstay) |
| Timeline | Time (Japan Standard Time), kind (unlock 🔓 / lock 🔒 / unlock failed ⚠️ / sync 🔄), entry/exit direction, method (PIN / QR / card / remote / manual / auto-lock), and lock name |
| "Inferred" badge | Shown on unlocks that were matched to this reservation by lock + time window rather than by the exact reservation code (an exact match carries no badge) |
A failed unlock is highlighted, not just iconified. It always shows the "Unlock Failed" label (not just an icon) with a red-tinted background, since it's the signal most worth not missing.
An empty list does not prove the room was never used. It shows "No unlock records," but the same empty state also appears for reservations from before this tracking started, or for facilities without lock integration configured.
Facilities that share a lock across reservations may show fewer entries than expected. When multiple reservations (or facilities) share the same entry lock, an unlock on that lock cannot be safely attributed to one specific reservation — so it is deliberately left out rather than risk showing it against the wrong reservation (misattribution is treated as worse than no attribution).
This section only appears in Detail mode — not while creating or editing a reservation — and is never shown to guests (it's internal, staff/owner-facing information).
Approving or rejecting a pending reservation
When a plan has reservation approval turned on, bookings on that plan arrive as "pending approval". Opening such a reservation shows an approval prompt in the detail panel.
| Action | Behaviour |
|---|---|
| Approve | Confirms the reservation immediately |
| Reject | A reason is required. The reject button stays disabled until you enter one |
The rejection reason is used in the notification sent to the guest.
How this differs from the Responses tab: the same approve / reject is available from the Responses tab of the Forms screen, but that list only shows reservations that have a form response. Pending reservations on a plan with no form attached can only be handled from this reservation detail panel.
Feature 4: Reservation Edit Mode
Click the Edit button in Detail mode to switch to Edit mode. The form is pre-filled with the current reservation data so you can update and save.
Editable Fields
| Field | Description |
|---|---|
| Check-in date/time | Start of the stay |
| Check-out date/time | End of the stay |
| Stay type | Nightly / Hourly |
| Room type | Room type for the reservation |
| Plan | Plan applied to the reservation |
| Guest name | Name of the guest |
| Guest email | Email address of the guest |
| Notes | Admin-facing notes |
Feature 5: SMS Phone Verification Status
If the facility uses SMS phone verification, the phone number field in the reservation drawer shows the verification status.
| Display | Meaning |
|---|---|
| ✓ SMS Verified (green badge) | This number has been confirmed with a one-time SMS code. Hover over the badge to see when it was verified |
| Nothing shown | Not verified |
Verify at the front desk (for guests who can't receive an SMS)
For a reservation with an unverified phone number (not shown while creating a new reservation), a "Verify at front desk" link appears below the phone field. Use it when you have confirmed the guest's identity in person (e.g. out of signal range, changed number, or using a foreign SIM) and want to mark the number verified without sending an SMS.
- Click the link to expand the confirmation message
- Read the warning, then click "Mark as verified"
- The badge immediately switches to "✓ SMS Verified"
This action creates a verified attribute without going through SMS. Who performed it is recorded, so only use it after confirming the guest's identity in person (e.g. checking an ID document).
See SMS Phone Verification for how the whole feature works.
Source Color Coding
Reservation source badges are color-coded by origin:
| Color | Source | Description |
|---|---|---|
| Blue | Direct | Created manually in the dashboard, or via a direct booking URL |
| Sky blue | iCal / Airbnb | Imported from an iCal feed (e.g. Airbnb) |
| Coral | OTA | Reservations from other OTA channels |
Frequently Asked Questions
Q: When I create a reservation from the calendar, how is the room type determined?
In Week and Timeline views, the room type is pre-selected based on the unit row you clicked. In Month view, you select the room type manually in the form.
Q: What is the difference between Nightly and Hourly?
Nightly is for multi-night accommodations billed per night. Hourly is for short-term rentals such as coworking spaces or meeting rooms billed per hour.
Q: I did not enter a guest email when creating the reservation. Can I still send the payment link later?
Yes. Open the reservation in Detail mode, add the email, then click "Send payment link" or "Send key link".
Q: Can I edit a reservation that was imported from iCal (Airbnb)?
iCal-imported reservations are read-only in the dashboard. Change dates on the source platform (e.g. Airbnb); the update is reflected automatically at the next iCal sync.
Q: How do I collect detailed guest information like address or passport number?
For reservations where guests check in themselves, configure the fields in Guest Form Configuration. For manually created reservations, enter guest information directly in the reservation form.