Edit a reservation in the Host App
Tap any reservation to open its details pane. Almost everything can be changed right there, and every change is logged so the team can see who changed what.
Where to find it
Tap a reservation in Split view, Timeline, List, a table panel, search results or a notification. The details pane opens on the right (full screen on a phone). The pencil / Edit reservation action opens the same booking in the reservation form.
What it does
Header: status button, Seat / Complete, Reconfirm, Cancel, and More (hold the table for a VIP, link a gift voucher).
Guest & Contact: edit the guest name, phone and email (with copy buttons), Mark VIP, see guest tags and whether the guest opted in to marketing, and Create Guest Profile if the booking is not linked to a profile yet.
Booking tiles: party size, date, time, duration, experience and tables. Tap a tile to change it.
Notes and needs: Special Requests (from the guest, read-only), Internal Notes (team only, saved automatically – "Saving…" / "Unsaved"), Guest Profile Notes (kept across all visits), allergies, dietary needs, accessibility, children and party members.
Other sections: labels and highlight colour, payment information and actions, gift vouchers, post-visit review, Previous reservations, Activity (every change with who made it), Status history, email communication and a Chat tab when Guest Chat is enabled.
How to change date, time or party size
- Tap the date or time tile. The Edit reservation date/time window shows, for each table, whether it is free at the new time ("Same table free", "Current table taken", "Floor full", "No room for party size").
- Pick the new date or time.
- If the current table is taken at the new time, the warning "Table occupied at new time" appears: tick free tables to replace it, or choose Unassign … & save to save without a table.
- For party size, tap the guest count, enter the number and confirm.
How to change the tables
- Tap the tables tile (Assign Tables).
- Tick one or more tables. Tables booked by someone else show Other booking with options to Swap or Double book.
- Save.
Good to know
- Changing the date, time or party size of a booking that is not yet seated emails the guest a "reservation updated" message automatically (if they have an email address). Table, duration and note changes never email the guest.
- Party size is limited by the location's Staff max party size (Backoffice › Settings › Location Settings), if one is set.
- Create Guest Profile needs an email or phone on the reservation.
- The Communication window lists sent emails and upcoming automatic emails; you can switch an upcoming email off for this one reservation, and Re-send the confirmation email.
- With Lightspeed connected, tables of a seated party with an open check should be changed in the POS (see "Lightspeed POS indicators in the Host App").
Troubleshooting
"Failed to update reservation date/time. Please try again." The change could not be saved. Check the connection; also make sure the time is in HH:mm format ("Please enter a valid time (HH:mm).").
"Party size must be between 1 and …" The location has a maximum party size for staff bookings. Ask an admin to raise Staff max party size in Location Settings, or split the booking.
"The entire floor is full for this time." Every table is booked at the new time. Pick another time, or unassign and save without a table.
"There are free tables at this time, but none can fit this party size." Combine several tables, reduce the party size, or choose another time.
"Add an email or phone to this reservation before creating a guest profile" Fill in an email address or phone number in Guest & Contact first.
"Name cannot be empty" A reservation always needs a guest name.