How to Extend a Long-Term Reservation
If a guest decides to stay longer than their original reservation dates, you can quickly extend their stay using the Extend Reservation feature. This tool updates the reservation dates and automatically creates new invoices for the additional months.
This is especially helpful for long-term guests who pay monthly and decide to extend their stay.
Note: If you only need to change the dates of a short-term reservation (such as a nightly or weekly stay), you can simply edit the reservation dates from the reservation details slide-over. The Extend Reservation feature is intended for long-term reservations that generate additional monthly invoices.
⏳ When to Use the Extend Reservation Feature
Use Extend Reservation when a guest with an existing reservation wants to:
- Continue a monthly or long-term reservation
- Receive new invoices for the additional billing periods
Instead of creating a new reservation from scratch, this feature extends the current reservation and keeps the guest’s information connected.
🛠️ Steps to Extend a Reservation
1. Open the Existing Reservation
Start by locating the guest’s current reservation.
- Go to your Calendar
- Click on the reservation you want to extend
Example: A reservation currently runs from September 1 → October 1.
2. Go to Manage Invoices
Inside the reservation:
- Click Manage Invoices at the top of the reservation window.
- Select Extend Reservation.
3. Choose the New End Date
After clicking Extend Reservation:
- Select the new end date for the guest’s stay.
- Click Save.
Example:
- Original end date: October 1
- New end date: December 1
This extends the stay through October and November.
4. Review the New Invoices
Once saved, the system will automatically:
- Extend the reservation dates
- Create new invoices for each additional month
Example:
- October invoice
- November invoice
These invoices are ready for review and can be sent to the guest.
5. Edit the New Invoices (Optional)
Before sending invoices to the guest, you can make adjustments.
- Open the new reservation month (for example, October).
- Click Edit Invoice.
- Add or update items such as:
- Electricity readings
- Additional line items
🔄 What Automatically Carries Over
When you extend a reservation, the system automatically keeps the guest’s existing information, including:
- Guest details
- Site assignment
- Billing structure
This allows you to extend stays without re-entering information.
💡 Tips for Managing Long-Term Guests
- Review each new invoice before sending it to the guest.
- Update utility readings if your park charges for metered electricity.
- Use Extend Reservation instead of creating a new reservation to keep the stay organized under one booking.