Reservations

Reservations are the bookings that occupy time slots on the day scheduler. Every flight lesson, solo booking, or resource allocation starts as a reservation. This page explains how to create, edit, and cancel reservations, and how to work with the different pricing modes.

Creating a reservation

Step-by-step workflow

1. Open Schedule and navigate to the correct day using the date picker or the Previous/Today/Next day buttons.
2. Select the correct schedule group so the right aircraft and flight instructors are visible.
3. On the day scheduler, locate the aircraft or resource row where you want to place the booking.
4. Click or drag on a free time range in that row. The reservation form opens with the selected time pre-filled.
5. Review and complete all required fields in the form (see field reference below).
6. Check the pricing mode and adjust it if the booking requires special pricing.
7. Confirm the reservation.
8. Verify the new booking appears correctly on the scheduler timeline.

Reservation form fields

When the reservation form opens, you will see the following fields.

Pricing modes

The reservation form includes a pricing mode selector that determines how the booking will be priced. Understanding each mode helps you apply the correct pricing for standard and exceptional situations.

Editing an existing reservation

To modify a reservation that has already been created:

1. On the day scheduler, click the existing reservation block on the timeline.
2. The reservation form opens with all current values loaded.
3. Make your changes to any of the available fields.
4. Review the updated pricing if you changed the aircraft, time, or pricing mode.
5. Save the changes.
6. Confirm the updated booking appears correctly on the scheduler.

Common editing tasks

• Changing the time -- adjust the start time, end time, or both. The scheduler will check for conflicts with other bookings on the same row.
• Changing the aircraft -- select a different aircraft. The booking moves to the new aircraft's row on the scheduler.
• Changing the relation -- assign the booking to a different person or account.
• Adding or changing the flight instructor -- assign an FI, change to a different flight instructor, or remove the flight instructor assignment.
• Updating remarks -- add, edit, or remove notes in the remarks field. This is useful for passing information to colleagues who may handle the booking later.
• Adjusting pricing -- switch the pricing mode or modify custom pricing values if the financial terms of the booking have changed.

Cancelling a reservation

To remove a booking that is no longer needed:

1. Click the reservation on the day scheduler to open the form.
2. Look for the cancel or delete action in the form.
3. Confirm the cancellation.
4. Verify the time slot is now shown as free on the scheduler.

When to review pricing carefully

Pricing deserves extra attention in several situations:

• Special arrangements -- when a relation has a negotiated rate or package deal that differs from the standard configuration.
• After manual corrections -- when you change the aircraft, duration, or other details that affect the calculated price.
• Non-standard bookings -- introductory flights, demonstration flights, or other bookings that do not follow the normal pricing model.
• Mixed pricing scenarios -- when part of the booking follows normal pricing but an adjustment is also needed (consider custom offset pricing for this).

Common tasks

Booking a training flight with a flight instructor

1. Open the correct day and schedule group.
2. Check the aircraft row for an available time slot.
3. Check the flight instructor rows to confirm the desired FI is available during the same period.
4. Click the free time range on the aircraft row.
5. In the form, set the relation to the student.
6. Set the FI to the desired flight instructor.
7. Leave pricing mode on normal unless a special rate applies.
8. Add any relevant remarks (for example, lesson objectives).
9. Confirm the reservation.

Booking a solo flight without a flight instructor

1. Open the correct day and schedule group.
2. Find an available time slot on the desired aircraft row.
3. Click the free time range.
4. Set the relation to the pilot.
5. Leave the FI field empty.
6. Confirm the reservation.

Correcting a booking after it was created

1. Click the existing reservation on the scheduler.
2. Adjust the fields that need correction (time, aircraft, relation, flight instructor, or pricing).
3. If pricing was affected, review the pricing mode and values.
4. Save the changes.

Moving a booking to a different day

1. Click the existing reservation to open the form.
2. Change the date field to the new day.
3. Adjust the start and end times if needed for the new day.
4. Verify the aircraft and flight instructor are available on the new date.
5. Save the changes.
6. Navigate to the new date on the scheduler to confirm the booking appears correctly.

Good practice

• Always verify the schedule group, aircraft, relation, and flight instructor assignment before saving a reservation. A quick review catches most planning errors.
• Use the remarks field when a booking needs extra context for staff. Notes like "student's first solo" or "weather check required" help colleagues understand the booking at a glance.
• Review pricing before saving, especially when anything about the booking has been changed.
• Treat custom pricing modes as exceptions. If custom pricing is used frequently, the underlying rate configuration may need adjustment.
• Cancel bookings promptly when they are no longer needed. This frees capacity for other users and keeps the scheduler accurate.
• When editing a booking, double-check that the new time does not conflict with other reservations or blocked periods on the same row.