Skip to main content

​
Before changing the dates

Before modifying a reservation, check two things:
1

There's real availability in the planning for the new dates

If there’s no free room of the matching type for the new dates, the system won’t allow the change. You can see this directly in the PMS planning.
2

The reservation isn't from an OTA

Reservations from external channels (Booking.com, Expedia, Hotelbeds, etc.) can’t be modified in Roomdoo. Any change is made in the OTA itself and then syncs automatically into Roomdoo. More on this below in Locked reservations.

​
How to change the dates

1

Open the reservation

Click the reservation in the planning. You can also use the search bar in the top-right corner and find it by booking reference or guest name.
2

Reservation tab

Once inside the detail, go to the Reservation tab (the first one).
3

Change dates button

In the reservation details section, on the right, you’ll find the Change dates button. If there’s a padlock icon next to it, the reservation is locked (see the next section).
4

Pick the new dates

A pop-up opens with two calendars: one for the new check-in and one for the new check-out. Roomdoo shows the real availability for each day.
5

Review the price

You can adjust the price for the nights (by the rate, a fixed price per night, or per-day prices). The recalculated total appears at the bottom.
6

Save

Confirm, and the reservation is updated. The planning refreshes automatically.

​
When the reservation is locked

If after clicking Change dates you see a message saying “Reservation locked — these dates can’t be modified”, it almost always means the reservation came from an OTA. Roomdoo locks modifications on these reservations automatically, so the change in the PMS and the change in the OTA don’t get out of sync.

​
How to know which channel the reservation came from

Inside the reservation, in the Reservation → Details tab, there’s a field called Sales channel that shows where it came from (Booking.com, Expedia, direct website, etc.).

​
What to do

1

Identify the OTA

Look at the sales channel in the reservation file.
2

Make the change from the OTA

Go into the corresponding OTA panel and change the dates there.
3

Wait for it to sync back to Roomdoo

As soon as the OTA confirms the change, it syncs to Roomdoo automatically. It usually takes seconds to a few minutes.
The system message only says “Reservation locked” without further detail. If the user sees this, it’s most likely an OTA reservation — check the sales channel to confirm and guide them to the right channel.

​
Common cases

Possible causes:
  • The room type isn’t the same. You’re looking at free rooms of a different type than the one in the reservation. Availability is checked by room type, not globally.
  • Free rooms have a restriction applied (minimum stay, sales stop, channel restriction). A room can be physically free but not on sale for that specific date.
  • There’s a Wubook configuration issue (mapping between Roomdoo room types and Wubook room types). If the mapping is incomplete, the system may report no availability even when there is. This needs technical help — contact support.
If the reservation didn’t come from an OTA but is still locked, there’s probably a special flag applied (for example, a reservation created via an external integration that left the lock on).In that case, contact support with the booking reference — we’ll review it.
This is a generic message that appears when Roomdoo rejects the change at the final step (on save), not when it blocks the modification from the start. The usual causes are:
  • The reservation already has an issued invoice and the change would affect billing
  • There are attached services that aren’t standard (not a breakfast or a flexible extra) and don’t allow date reassignment
  • A conflict with another reservation that landed in the new dates right before you saved
  • A temporary database connection issue
Try again. If it persists, contact support with the booking reference.
If searching by booking reference or guest name doesn’t return the reservation, first check that your filters are correct (no date filters in the way, on the right property).If it still doesn’t show up, it could be:
  • The reservation is cancelled and your filters hide them by default
  • The reference you have is the OTA’s, not Roomdoo’s
  • The reservation hasn’t arrived from the OTA yet (wait a few minutes and search again)
After checking the above, if it still doesn’t appear, contact support.

​
When to contact support

Contact support when:
  • The Invoicing tab shows an invoice number with a series already issued (not the text “to invoice”)
  • The Services tab has a service that isn’t a breakfast or a flexible standard extra
  • The reservation can’t be found and you’ve checked the usual filters
  • “Reservation locked” appears on a reservation that didn’t come from an OTA
  • After several attempts, the generic “Something went wrong” keeps appearing
Don’t try to “duplicate” the reservation or create a new one with the dates you wanted as a workaround. If there’s an issued invoice or complex services in play, doing so leaves accounting fragments that won’t reconcile. Better to ask support to modify the original one safely.