# Reservations and recurring reservations (/en/businesses/reservations) ## Creating a new reservation [#creating-a-new-reservation] Click or drag any empty time slot in the calendar, or use the **Add new reservation** button in the sidebar. 1. Select a resource, date, and time. 2. Add a customer by typing their name, email, or phone number in the search field. 3. Thril fills in the price from the active pricing rule. You can type over it, for example 0 € for a free reservation. **Reset** next to the field puts the pricing rule's price back. 4. Click **Create reservation**. A reservation is for one resource. Neither you nor a customer can book several courts in one reservation, so two courts at the same time take two reservations. ### Changing the price afterwards [#changing-the-price-afterwards] Open the reservation and click the pencil (**Edit price**) on a participant's row. Enter the new price, 0 € included, and click **Save**. The pencil shows only for the owner or a paying participant whose payment is still pending, so a paid share can't be repriced this way. If the participant had a discount, the price you enter replaces it and the discount is cleared. *** ## Adding players to a reservation [#adding-players-to-a-reservation] You can add participants to a reservation manually from the portal regardless of whether customer invitations are enabled. 1. Open the reservation from the calendar. 2. Click **Add participant**. 3. Search for the customer by name, email, or phone number. 4. Choose whether the participant is paying or non-paying. Non-paying participants appear on the reservation without a payment obligation. Paying participants can settle their share in the Thril app or on-site. *** ## Creating a recurring reservation from an existing reservation [#creating-a-recurring-reservation-from-an-existing-reservation] You can turn a single reservation into a recurring one directly from the reservation details by clicking the **Create recurring** button. Thril creates a repeating series from the reservation at the interval you choose. Read more: [Recurring reservations](/businesses/recurring-reservations) *** ## Splitting the payment [#splitting-the-payment] A reservation payment can be split between multiple participants so each person pays their own share. 1. Open the reservation from the calendar. 2. Click **Payment actions → Enable shared payment**. 3. Select the number of paying participants and confirm. Each paying participant receives their own payment link and can pay their share in the Thril app or at checkout. Shared payment is only available for future reservations where the owner has not yet paid. *** ## Reservation settings [#reservation-settings] Reservation settings control the rules customers encounter when booking at your venue. You can find them under **Settings → Venue settings → Reservation settings**. > Changes take effect immediately across the platform. Contact support if you need to revert a change. *** ## Enable resource reservations [#enable-resource-reservations] Use this toggle to allow or block customer-created reservations. When disabled, your venue will appear as inactive on Thril, but recurring reservations that are for sale are not affected, and you can still create reservations manually from the portal. *** ## Allow anonymous reservations [#allow-anonymous-reservations] When enabled, customers can book without signing in on the Thril web app. They will be prompted for their personal details at checkout, and a customer account will be created for them automatically. *** ## Allow inviting other users to join a reservation [#allow-inviting-other-users-to-join-a-reservation] Controls whether customers can invite other Thril users to join their reservation as non-paying participants. Disabling this does not affect your ability to add participants manually from the portal. *** ## Allow sharing reservation payments with other users [#allow-sharing-reservation-payments-with-other-users] Controls whether customers can split the payment for a reservation with other users. Disabling this does not affect your ability to create shared payments from the portal. *** ## Reservation instructions [#reservation-instructions] Text sent to customers in the reservation confirmation email and shown in the Thril app once the reservation is confirmed. Instructions remain visible until 24 hours after the reservation ends, making them useful for anything customers need on arrival: door codes, parking details, equipment pickup locations, or house rules. > You can add resource-specific instructions separately under **Settings → Manage resources**. *** ## Payment disclaimer [#payment-disclaimer] Text shown to customers on the checkout page, before they complete payment. Use this for any terms or conditions they should acknowledge. *** ## Reservation window [#reservation-window] How far into the future customers are allowed to book. Enter a number of days; for example, `14` means customers can only book reservations up to two weeks ahead. If left empty, a platform default is used. *** ## Max simultaneous future reservations per user [#max-simultaneous-future-reservations-per-user] Caps how many upcoming reservations a single user can hold at the same time. Only reservations the user created themselves via the Thril platform count toward this limit. Leave empty for no cap; the system enforces a maximum of 100. A membership can replace this number for its own members with a [reservation restriction](/businesses/shop/memberships/benefits-and-booking-rules) that blocks and limits reservations at a time — a venue allowing 3 with a membership allowing 5 gives non-members 3 and those members 5. A restriction that charges the standard price instead does not replace it, so this number keeps applying underneath. *** ## Reservation cancellation deadline [#reservation-cancellation-deadline] How many hours before a reservation starts customers are allowed to cancel. For example, `24` means cancellations must be made at least a day in advance. After the deadline passes, customers can no longer cancel the reservation outright, but they can put it up for resale. *** ## Disable cancellation of recurring reservations [#disable-cancellation-of-recurring-reservations] When enabled, customers cannot cancel recurring reservations; they can only set them for sale. This does not affect your ability to cancel reservations from the portal. *** ## Resources without a sport type [#resources-without-a-sport-type] Some venues have **bookable spaces** not tied to a specific sport (sport type left empty on the resource). Standard reservations and pricing still work per resource, but note that open reservations for sportless resources are blocked. Configure the display order for these alongside named sports under **Settings → Manage resources → Resource sport ordering**. See [Resources](/businesses/resources) for full setup details. *** ## Saving changes [#saving-changes] Click **Save reservation settings** when you're done. Changes apply immediately. *** ## 💳 Payment actions on individual reservations [#-payment-actions-on-individual-reservations] When you open a specific reservation from the calendar or reservations list, a **Payment actions** button appears in the header. It gives you quick access to participant payment management from a single dropdown, without having to open each participant individually: * **Confirm payments:** shows participants with a pending payment. Click a participant's name to open the payment modal and record or confirm their payment. * **Requires action:** lists participants who have a payment that could not be charged automatically (for example, a reservation payment remainder or a recurring membership renewal that failed). The customer can complete the payment themselves in the Thril app, or settle it on-site. Click a participant's name to open the modal, where you can record how the payment was settled or mark it as **Payment waived** if it will not be collected. Only a payment with the status **Requires action** can be waived. You can also do it from **Customers → \[customer] → Payments**: open the ⋮ menu on the payment, choose **Complete payment** and leave the method at **Payment waived**. A **Pending** payment has no waive action, whatever its amount. * **Create invoice:** creates an invoice directly for this reservation. * **Enable shared payment:** converts a non-split reservation to a shared payment so multiple participants can each pay their portion. Select the number of paying participants and confirm. Available only when the reservation starts in the future and the owner has not yet paid. ### Confirmed a payment by mistake? [#confirmed-a-payment-by-mistake] A payment confirmed with **Confirm payments** can't be undone, but you can refund it and open the reservation for payment again: 1. Open the participant's payment in the reservation and click **Refund payment**. 2. Pick **Handle manually** as the **Preferred refund method**. No money moves. Credits and Thril tokens still go back to the customer, and session card uses are voided so they return to the card. If those covered the whole payment, there is no method to pick. 3. Tick **Mark as unpaid**, then click **Create refund**. The participant is unpaid again, so the customer can pay or you can charge it at the POS with **Payment actions → Move to POS**. Thril offers **Mark as unpaid** only for a succeeded payment with no earlier refunds, and only when you refund all of it. Otherwise, cancel the reservation and book it again: 1. Open the reservation and choose **Actions → Cancel reservation**. 2. Pick **Handle manually** as the **Preferred refund method**. 3. Untick **Send notification to customer** if the customer shouldn't hear about it. 4. Book the same time again for the customer. *** ## 🔄 Changing the reservation owner [#-changing-the-reservation-owner] You can transfer ownership of a reservation to a different customer directly from the reservation detail view. 1. Open the reservation from the calendar or reservations list. 2. Click **Change owner**. 3. Search for and select the new owner from your venue's customer list. 4. Choose a **refund method** for the current owner's payment (if applicable): automatic via Thril, original payment method, credits, or manual. 5. Click **Change owner** to confirm. The new owner receives the reservation and the previous owner's payment is refunded according to the selected method. This action is recorded in the reservation's audit log. > The **Change owner** button is not available for cancelled, for-sale, or open reservations. *** ## 🏷️ Refunds when a reservation is sold or cancelled [#️-refunds-when-a-reservation-is-sold-or-cancelled] When another player buys a reservation that is up for sale, or the reservation is cancelled within your cancellation rules, each participant gets their price back: * **Paid online in Thril:** the payment is refunded as before, by the customer's refund preference or the method you pick. * **Part of a recurring reservation paid upfront in Thril:** the reservation's share of the upfront payment is refunded as credits. It shows on that payment like any other refund. * **Paid any other way:** invoiced, imported as paid or paid at your POS. The price comes back to the customer as **credits** at your venue. These credits carry no VAT when they are spent, because the sale or invoice already did. Thril doesn't change or credit the invoice, so the customer still pays an invoice they got. The credits are the participant's price after discounts, so a free reservation gives none. Credits from employee benefit money, such as Epassi, can only be spent where that benefit is accepted. A session card use goes back to the card. If nobody buys the reservation before it starts, it is cancelled and the booker still pays. When you cancel a reservation yourself, the refund method decides: * **Handle automatically via Thril**, **Via original payment method** and **Refund as credits** give the credits. * **Handle manually** and **Do not refund** give nothing, and you settle the refund yourself. Cancelling a recurring reservation series refunds only the reservations paid online one at a time. Reservations paid with one payment for the whole series, invoiced, imported as paid or paid at your POS get nothing back. The cancel dialog warns you when the series has such reservations, unless you pick **Do not refund**, so you can settle those refunds yourself. Guests and external customers without a Thril account get no automatic credits. Settle their refunds yourself. ### No double refunds [#no-double-refunds] * A POS sale that already came back as credits can't be refunded again at the POS. * If you refunded part of a POS sale first, only the rest comes back as credits. * Each reservation refunded from an upfront payment comes off that payment, so a later refund of the payment only takes what is left. * If you refunded part of an upfront payment yourself, its reservations get nothing back automatically, because Thril can't tell which reservations your refund covered. ### Putting an invoiced reservation up for sale [#putting-an-invoiced-reservation-up-for-sale] **Put up for sale** works for confirmed and invoiced reservations. If you take an invoiced reservation off sale, it goes back to **Invoiced** when an invoice includes it.