Adjusting booking details is a vital capability in the Kinnovis Manager, that provides you maximum flexibility to streamline booking management. It allows you to efficiently move customers to a different unit type, switch the unit, adjust a booking plan, as well as modify protection plans, discounts and deposits.

This guide provides detailed instructions and consideration on the various adjustments available under the "Adjust Booking" function in your Manager. It enables you to make single or multiple changes to a booking to meet your customer needs effectively.

To adjust your booking, go to the "Booking" tab inside our Manager. Open the respective active or scheduled booking for which you'd like to adjust any detail and navigate to "Actions" > "Adjust booking". Alternatively, start the process by clicking on a unit that has an active or scheduled booking attached inside your "Facility map".

At the top of the screen, you will see the current booking items before any changes, including information on the billing cycle. Below, in the "Adjust Booking Items" section, you can modify the following booking items:

You can select when the changes of the booking items should take place:

Please note that for monthly plans, the original date of the booking will remain unchanged regardless of when you apply any changes. For instance, if your customer is on a monthly plan and is consistently billed on the 3rd of each month, the billing cycle will continue to occur on the 3rd, even after adjustments are made. However, for weekly plans, the original date of a booking will change to reflect the date when you apply the changes.

Adjusting the unit type, booking plan, or protection plan either immediately within the booking cycle or on a custom date (that is not the last day of the period) will result in automatically calculated prorated charges. However, if you select the change to take effect at the end of the current period, no proration will be needed or calculated.

Proration charges or credits are automatically calculated and applied without any manual intervention. It is important to understand the logic behind these calculations, which will be explained in the following two scenarios.

"Switch to a higher priced unit"

When a booking is upgraded, e.g. the customer wants to move to a higher-priced unit or wants to add a protection plan to the booking, the prorated amount to be charged will be automatically calculated and charged on the day of the adjustment.

Example: If a customer moves from a 1-square-meter unit, billed at 10.00 EUR per month, to a larger 10-square-meter unit, priced at 100.00 EUR per month, in the middle of their billing cycle, proration will be calculated as follows:

This results in a total charge of 45.00 EUR for the unit upgrade.

"Switch to a lower priced unit"

In case of a downgrade (e.g. the customer is owed money since they moved to a lower priced unit), the prorated amount is calculated and credited automatically to the customer's Stripe balance. These funds are parked on their Stripe balance and can be used for future charges.

Example: If a customer moves from a 10-square-meter unit, billed at 100.00 EUR per month, to a smaller 1-square-meter unit, priced at 10.00 EUR per month, in the middle of their billing cycle, prorated charges will be calculated as follows:

This results in a total credit of 45.00 EUR to the customer for the subscription downgrade. The credited amount will be added to the customer's account balance and applied to future invoices.

You can check the prorated amount booked on the Stripe customer balance on the customer detail view in your Manager.

If a credit happened to the Stripe customer balance in the course of a booking adjustment, this is highlighted in the "Payments" table on your booking detail page.

If you have Signable as a solution integrated to automatically send out electronic contracts, and you adjust a booking, your contract details might change. Inside our "Adjust booking" feature, you can automatically send out a new, updated contract. To do so, you need to tick the checkbox "Send updated contract for signing" on the adjust booking screen.

The contract to be signed will be sent to the customer's email inbox. On the booking overview, you'll see the signature status. The previous contract will stay attached to the booking.

After adjusting your booking items, selecting the date for the changes to take effect, considering the impact on prorated charges, and deciding whether to send out a revised contract, it's important to review all changes.

On the right side, you'll find a summary similar to this example: