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13.4. Editing Reservation Guest Details
To edit or add guest information such as "Registration information" or to change a guests pricing level or add-on assignments, or to add additional add-ons, you can click the "Edit" button in the "Actions" column of the "Guest List" for the guest you wish to edit as shown here:
To add assign a customer or provide guest detail on the "Guest List" click the "Edit" button for the next available spot. This will display the following page:
To add the new guest's name, click the "Select Person" button. Again you will be able to choose from any of the people currently in your Person Database or to "Create a New Person" if this guest has never been on a trip with you before.
Notice you can also change the pricing level assigned to this guest and fill out any of the "Reservation Registration Form" questions associated with this trip for this new guest.
If any of the fields on the "Update Reservation Guest" page are required fields you will have to complete them before you can click "Submit" otherwise Arctic will give you a warning and display all of the fields that you missed that are required. Again, if you don't want your staff to have to answer these questions on the backend you will need to change the requirement levels for these custom fields on the "Built-in Forms" under "Reservation Member". (For more information on requirement levels and custom form fields, see the Forms Editor Guide.)
At the bottom of the form you will see checkboxes associated with any add-ons associated with the trip as shown here:
You can change the guest's add-on assignment or add any additional add-ons. Arctic also displays the cost for each optional add-on. For instance, from our example, this group of four is getting 1 "Premium Tube" that two guests will share and 2 "Tubes" that the two remaining individual guests will use. Arctic automatically distributes the add-on assignments but you can change them. To change this guest's add-on assignment to the "Tube", you would select the check box next to "Tube" and deselect the checkbox next to "Premium Tube". Be aware that if you are not careful with the add-on assignments and end up adding additional items that were not originally reserved by clicking additional check boxes this will affect the invoice and additional charges will apply. So if you notice an invoice that was previously paid in full for a reservation that now shows a balance due, check to make sure that you have the number of add-ons correct. You will also be able to add any other add-ons associated with the trip and were not specified when you originally created the reservation. These selections will be added to the invoice and result in additional charges which can result in a balance due for a previously paid in full invoice.
When you are done adding the information to the "Update Reservation Guest" page, click "Submit" to save your changes.
If you need to access the reservation in the future to make any changes to it you will go to the "Reservation" menu and choose "Browse". This will bring up the "Browse Reservations" page where you will be able to scroll through the list of active reservations or search for your guest's name. You can also filter the "Browse Reservation" page to show only a certain type of reservation, reservations that start on the same day etc. etc. The filter feature for the "Browse Reservation" page works the same as the filter feature on the "Calendar" and "Select Trip" pages.
If you have more questions or need further assistance please contact support by emailing us at support@arcticreservations.com or calling us at (601) ARCTIC 9 (that's 601-272-8429).