Introduction

Once you’ve configured services for your property, the next step is managing reservations. Accez.Cloud’s reservation system allows both property managers and residents to book services while automatically handling capacity management, payment processing, and confirmation workflows. This guide covers everything you need to know about creating and managing service reservations.

Prerequisites

Before creating service reservations, ensure you have:

• Property services configured and active (Learn how to create services)
• Active resident accounts in the system
• Service availability and pricing properly set up

Understanding the Reservation Workflow

The service reservation process follows these steps:

1. Reservation Creation: Property manager or resident creates a booking
2. Payment Request: System sends email notification for paid services
3. Payment Completion: Resident pays to confirm reservation
4. Confirmation: Status changes from “Pending” to “Confirmed”
5. Service Access: Resident uses the booked service at scheduled time

Creating Reservations as a Property Manager

Step 1: Navigate to Reservations

From your property view, locate the Services tab. You’ll see a toggle between “Services” and “Reservations.” Click on the “Reservations” toggle to switch to reservation management view.

Here you’ll see all service reservations created by both property managers and residents in a unified list.

Step 2: Create a New Reservation

Click the plus icon button in the top right corner to create a new reservation.

A new page will open with the reservation creation form.

Step 3: Select the Service

Choose the service you want to reserve from the dropdown menu. All active property services will be available for selection.

Important: If the service is a paid service, the resident you’re booking for will need to complete payment for the reservation to be confirmed.

Step 4: Select the Resident

Choose which resident you’re creating the reservation for from the dropdown list. This is a key difference between property manager and resident workflows—managers can book on behalf of any resident.

Step 5: Choose Reservation Type

Select between:

Single-Day Reservation: Book the service for just one day

Multi-Day Reservation: Book the service across multiple consecutive or non-consecutive days

For demonstration purposes, let’s explore the multi-day option, which offers the most flexibility.

Multi-Day Reservation Process

Step 6: Select Dates

After choosing multi-day reservation, a calendar will display showing all available dates for the service. Available dates are highlighted, while unavailable dates (fully booked or outside service schedule) are grayed out.

Select all the dates you want to include in this reservation.

Step 7: Set Time Slots

For each selected date, choose:

• Start Time: When the service usage begins
• End Time: When the service usage ends

Understanding Capacity Management:

The way time selection affects capacity depends on your service type:

Hourly Services:

• Each hour you select consumes one slot from “Maximum Reservations Per Day”
• Example: If max is 10 reservations per day, and you book 2 hours, that’s 2 slots consumed
• Remaining capacity for that day: 8 reservations

Quantity Services:

• Time selection doesn’t consume capacity yet
• Capacity is consumed by the quantity amount you specify in the next step
• Example: If you select laundry service for 2 hours but 10kg of laundry, the 10kg consumes the capacity, not the time

Daily Services:

• One reservation consumes one day completely
• No hourly capacity tracking needed

Step 8: Specify Quantity (For Quantity-Based Services)

If you’re booking a quantity-based service (like laundry charged per kilogram), enter the quantity you need.

The system will calculate the total cost based on:

• Quantity requested
• Service rate per unit
• Number of days selected

Example Calculation:

• Service: Laundry at $5 per 5kg
• Quantity: 15kg
• Days: 2
• Total: ($5/5kg) × 15kg × 2 days = $30

Step 9: Review and Submit

Review all reservation details:

• Service selected
• Resident assigned
• Dates and times
• Quantity (if applicable)
• Total cost

Once verified, click “Complete Multi-Day Reservation” button.

Payment and Confirmation Process

Initial Status: Pending

Your reservation is created with a “Pending” status. For paid services, this indicates payment is required.

Email Notification

An automated email is sent to the selected resident containing:

• Reservation details
• Total amount due
• Payment link
• Deadline for payment (if applicable)

Resident Payment

The resident clicks the payment link in the email and:

1. Reviews reservation details
2. Enters payment card information
3. Submits payment

Status Update: Confirmed

Once payment is processed, the reservation status automatically changes from “Pending” to “Confirmed.” The resident can now access the service at the scheduled times.

Creating Reservations as a Resident

The resident reservation process is nearly identical to the property manager process with one key difference:

No Resident Selection: Residents can only create reservations for themselves, so there’s no dropdown to select which resident the booking is for.

Direct Payment: At the end of the reservation process, residents must complete payment directly within the booking flow to secure the service reservation.

All other aspects work the same:

• Service selection
• Date and time choosing
• Quantity specification
• Multi-day options

Managing Existing Reservations

Viewing All Reservations

The reservations list shows all bookings with key information:

• Service name
• Resident name
• Date(s) and time(s)
• Status (Pending, Confirmed, Completed, Cancelled)
• Total cost

Cancelling Reservations

Reservations can be cancelled based on property policies:

• Full refund period
• Partial refund period
• No refund period

The system can enforce cancellation policies automatically.

Watch the Full Video Tutorial

See the complete service reservation creation and management process:

Key Takeaways

✅ Property managers can create reservations on behalf of any resident
✅ Residents can only create reservations for themselves
✅ Paid services require payment confirmation to finalize bookings
✅ Hourly services consume capacity based on time booked
✅ Quantity services consume capacity based on amount booked
✅ Multi-day reservations allow flexible scheduling across multiple dates
✅ Email notifications keep residents informed throughout the process
✅ Status tracking (Pending → Confirmed) provides clear booking state