The Reservation Manager is a centralized dashboard for viewing and managing all amenity reservations across your community. It provides summary statistics, powerful search and filtering tools, and the ability to view details, cancel, and process refunds or voids for any reservation.
The Reservation Manager requires the Manage Reservations permission. Some options may be unavailable or appear differently depending on your level of account access.
Log in to Communitrak at https://app.communitrak.com.
Click Amenities in the main navigation menu.
Click Manage Reservations in the top-right corner of the Amenities page.
The page opens with the breadcrumb Community Management and the header Reservation Manager.
Four summary cards appear at the top of the page:
Upcoming Active: the number of upcoming, active reservations.
Total Households: the number of unique households with reservations.
Amenities Used: how many distinct amenities have been booked.
Total Reservations: the total number of reservations matching the current filters.
Click Refresh Data (the refresh icon in the page header) to reload all data and update the statistics.
The filter bar below the statistics cards provides several ways to narrow down the reservations list.
Type in the search bar to filter by resident name, amenity name, or address. Results update automatically as you type.
Use the Time Period dropdown to choose which reservations to display:
Upcoming (default): future reservations.
Past: completed reservations.
All Time: all reservations regardless of date.
Custom Range: when selected, Start Date and End Date pickers appear so you can define a specific date range.
Use the Amenity dropdown to filter by a specific amenity, or choose All Amenities to see reservations for every amenity.
Use the Status dropdown to filter by reservation status:
All Statuses
Active
Cancelled
Below the filter bar, a summary line shows the count of results: "Showing X of Y reservations."
When a search term or non-default filter is active, buttons appear to clear them:
Clear Search: removes the search term.
Clear Filters: resets all dropdowns to their defaults (Upcoming, All Amenities, All Statuses).
The data table displays reservation records with the following columns:
ID: the reservation ID. Click the ID to open the reservation details dialog.
Amenity: the amenity name and party size (if more than one person).
Resident: the resident's name, avatar, and address.
Date & Time: the reservation date and time slot.
Payment: the payment status badge (Paid, Unpaid, Refunded, Voided, or combinations).
Status: the reservation status badge (Active or Cancelled).
Actions: buttons to view details or cancel the reservation.
The table is paginated at 50 rows per page. Click column headers to sort by that column.
Click the column customization button (list icon) next to the filter dropdowns to open the Customize Columns dialog. You can toggle the visibility of the Resident, Payment, Status, and Actions columns. The ID, Amenity, and Date & Time columns are always visible. Your column preferences are saved to your browser.
Click a reservation's ID in the table or click the eye icon in the Actions column to open the Reservation Details dialog. The dialog shows:
Amenity name and reservation status badge
Resident name, avatar, and address
Date, time, and party size
Cancellation policy status: "Within cancellation window" or "Cancellation deadline passed" with a note that admin override is required
Payment breakdown: individual fee and deposit amounts with their statuses (Paid, Unpaid, Refunded, Voided), total, total refunded, and total voided
Reservation ID and creation date
Notes from the resident
If the reservation has unrefunded or unvoided charges, an additional panel shows the available actions (void and/or refund) with a button to process them.
In the data table, click the cancel icon (X) in the Actions column for an active reservation, or click Cancel Reservation in the reservation details dialog.
A confirmation dialog appears showing the reservation details, the cancellation policy status, and void/refund options for any fees and deposits.
If the cancellation deadline has passed, check Override cancellation policy (Admin privileges) to proceed.
For reservations with fees or deposits, use the checkboxes to choose whether to refund or void each charge. The dialog indicates whether each charge will be refunded (for paid charges) or voided (for unpaid charges).
Enter a Reason for cancellation (required).
Click Cancel Reservation.
For reservations that have been cancelled but still have unrefunded or unvoided charges, you can process additional refunds or voids:
Open the reservation details dialog.
In the refund/void available panel, click the action button (labeled "Process Refund", "Process Void", or "Process Void/Refund" depending on the charge types).
In the dialog that appears, check the charges you want to process.
Enter a Reason (required).
Click the action button to confirm.
The Reservation Manager shows reservations for all community members, not just your own.
The default view shows upcoming, active reservations. Switch to "Past" or "All Time" to see historical data.
Column visibility preferences are saved to your browser. Logging in on a different device or browser will start with all columns visible.
Admin cancellation requires a reason. The cancellation policy can be overridden when needed.
Voiding removes an unpaid charge from a member's account. Refunding processes a return to the original payment method for paid charges.
If you have questions or need help, chat with Communitrak Support from any page using the messenger icon in the bottom-right corner.
