Reservation management is the cross-event view of every order in the organization, whichever event it belongs to. Use it when you have to find a reservation without knowing which event it comes from, check the takings of a period or export a filtered list. To work on a single event, the Reservations report reachable from the event dashboard is more practical.
At a glance
- Where: organization console, Reservation management entry. The page heading shows Reservation management followed by the number of results.
- Permissions: you need View organization reservation details. Among the predefined roles it belongs to Administrator and Promoter; the Promoter only sees the orders attributed to their own channel. Entries only and Limited view do not have this permission and cannot open the page. To export you also need Export event data.
- What you get: the paginated list of every order with status and payment, access to the Reservation detail of each one and the export of the filtered list.
Step by step
- Open the page. From the organization console choose Reservation management. What you see: the title with the result count, the filter bar with the Filter by first name, last name or email field, the Search and Back buttons, the Export menu and the More filters button that opens the advanced filters.
- Search by customer. Type a first name, last name or e-mail in Filter by first name, last name or email and press Search. Result: the table reloads and the count in the title is updated.
- Use the advanced filters. Press More filters: you find Filter by booking number (the code the customer reads in their own account and in the confirmation e-mail), Filter by event (a field with automatic suggestions: pick the event from the list), Filter by date (date picker: it is the date the reservation was created, not the event date) and Filter by total (numeric amount). Press Search. Confirmation: the More filters button shows how many advanced filters are active; Back clears everything.
- Read the table. Each row is an order, with the columns described in the table further down. The status is a coloured badge; next to it the lifecycle badges (refunds, resales, name changes) may appear.
- Open the detail. Click anywhere on the row. Result: the Reservation #… page opens (browser tab title Reservation detail) with all the sections and the actions available for your role.
- Export the list. Open the Export menu and choose Export CSV or Export PDF. Result: the file contains the reservations that match the filters active at that moment, not only the page on screen.
- Browse the pages. The list shows 50 reservations per page; at the bottom you find the Page N of M indicator with the navigation controls. Filters stay active when you change page.
Fields and options
| Column | What it means | Rules |
|---|---|---|
| Number | Code of the reservation. | It is the same code the customer sees in their own account; use it to look for a specific order. |
| User | First name and last name of the holder followed by the e-mail. | Without marketing consent the e-mail is replaced by Hidden; by clicking it you can request access for operational purposes. |
| Date | Date and time the reservation was created. | It is the value used by Filter by date. |
| Event | Name of the event the order refers to. | An order always belongs to a single event. |
| Platform | Technical channel the order came from. | The website checkout records Website, a manual reservation created from the console records Business; the apps send their own platform identifier. |
| Method | Payment method chosen. | On the website the methods are called Credit card, prepaid card, or debit card, Apple Pay, Google Pay, PayPal and Payment at the entrance. |
| Commissions | Service fees of the order, in euro. | If the fees are absorbed by the organizer, the amount charged to the customer can be zero. |
| Pre-sale rights | Pre-sale rights applied to the access titles. | Zero if the access titles do not include them. |
| Total | Overall amount paid or to be paid by the customer. | It is the value used by Filter by total. |
| Status | Status of the reservation (see the table below). | Next to it the badges Refunds (N), Listed (N), Sold (N), Cancelled resales (N), Bought on resale (N), Name changes (N) may appear and, when a check is needed, Resales to review (N) or Name changes to review (N). |
| Payment | Indicates whether the amount has been collected. | A Confirmed reservation that has not been paid is typical of the Payment at the entrance method. |
The reservation statuses
| Status | Meaning | What it entails |
|---|---|---|
| Awaiting payment | Order created with an online method, payment not made yet, time not expired. | The access titles stay temporarily held for the duration of the payment window. |
| Processing | Payment received or being verified, tickets being issued. | Wait a few minutes before stepping in. |
| Confirmed | Valid order. | The QR codes are generated and active, except for Payment at the entrance, which does not generate tickets. |
| Cancelled | Reservation cancelled from the console or by Nightify. | The access titles are cancelled and the QR codes deactivated. |
| Refunded | Refund carried out by the Nightify staff. | Terminal order: it can no longer be cancelled, nor can the holder be changed. |
| Payment not completed | The 15-minute payment window expired without collection. | The access titles become available again; the order stays as a historical record. |
What happens next
- The page is read-only: opening, filtering or exporting does not change any order.
- Unlocking a contact applies to that single detail and must be confirmed every time; the export reports the contacts masked as they are in the table.
Messages and errors
| Message | Why it appears | What to do |
|---|---|---|
| No reservations found. | No order matches the active filters, or the organization has no reservations yet. | Press Back to clear the filters and try again with a broader criterion (for example the e-mail only). |
| This contact detail is hidden to protect the user's personal data. Click to request access for event-related operational purposes. | Tooltip shown on a Hidden contact. | Click the detail and confirm Do you confirm that this information is needed exclusively for event-related operational purposes? only if you really need it to run the event. |
| Your account does not have access to this resource. | Your role does not have the View organization reservation details permission. | Ask an Administrator of the organization to change your role, or use the event’s Reservations report if your role allows it. |
Special cases
- A customer says they booked but you cannot find them. Search by e-mail or by reservation number: the holder’s name may differ from the profile name. Also check the Payment not completed orders: an expired attempt stays in the list with that status, never as Cancelled.
- A Confirmed order with the payment not collected. It is an order with Payment at the entrance: you collect at the door and, since there is no QR code, you register the person with the Participants search of the Business app or with the Reservations report.
- You are a Promoter. You only see the orders born from your channel: an order bought from the event’s generic link does not appear in your list.
- You need the list for a single event. Use Filter by event or open the Reservations report directly from the dashboard: it has extra filters by channel, ticket type, status and payment plus the waiting list table.
Rules and limits
- 50 reservations per page; the export ignores pagination and follows the filters only.
- From this page nothing is cancelled, changed or created: every action is in the Reservation detail and in the event’s Reservations report.
- Refunds are not carried out from the organization console: the Nightify staff performs them on your instruction.
- Expired or unpaid orders do not reduce the availability of the access titles.
Related articles
- The reservations report of an event
- Open a reservation’s detail page
- Export the organization’s reservations and customers
- Unlock a masked contact