Move a Reservation to a Different Date, Time, or Equipment

Moving a reservation in WaveRez reschedules a confirmed order to a new date, time, or piece of equipment. The move is done one Trip at a time on the Trips tab inside the order, using the Move trip button (the Save button at the bottom of the order commits the move the same way). WaveRez checks availability at the target date, time, and equipment before it completes the move: if the slot is open, the Trip moves; if it is not, WaveRez blocks the move and shows an error. Moving a Trip does not change its price and does not notify the customer automatically, so a partner handles any price change and any customer notification separately.

Follow these steps to reschedule a single Trip on an order.

Step 1 — Open the order you want to reschedule. Open the order from the Daily Matrix, the Manifest, or the Orders list by clicking the order. WaveRez opens the order detail screen.

Step 2 — Open the Trips tab. At the top of the order detail screen, click the Trips tab. The Trips tab lists every Trip on the order and holds the date, time, and equipment controls used to move each Trip.

On the Trips tab, each Trip shows an Arrival date field, a Schedule time dropdown, an Equipment dropdown, a Past reservation checkbox, and a Move trip button. The screenshot below shows the Trips tab for a single-Trip order with these controls grouped together.

Step 3 — Locate the Trip you want to move. Each Trip on the order appears as its own block on the Trips tab, identified by the Trip name and a sub-order number (for example, EJH-1310014-5353778). On an order with more than one Trip, scroll to the block for the specific Trip you want to reschedule. Every Trip block has its own date, time, equipment, and Move trip button.

Step 4 — Change the Arrival date, Schedule time, and/or Equipment. In the Trip block, set the new date in the Arrival date field, choose the new time from the Schedule time dropdown, and pick a different resource from the Equipment dropdown if needed. The Equipment dropdown lists only the equipment tied to that Trip type. You can change one, two, or all three of these fields in a single move.

Step 5 — If the new date and time have already passed, check Past reservation. The Past reservation checkbox allows a move to a date and time that is technically in the past, which can be as recent as one minute ago. Check Past reservation only when the target slot is earlier than the current date and time, and leave it unchecked for any future slot.

Step 6 — Click Move trip. WaveRez checks availability for the chosen date, time, and equipment, then completes the move. The Trip's date, time, and equipment update on the existing order. Clicking the Save button at the bottom of the order completes the move the same way as Move trip, so either button works.

An order can contain more than one Trip, and WaveRez moves each Trip individually. On the Trips tab, every Trip on the order appears as its own block, and each block has its own Arrival date field, Schedule time dropdown, Equipment dropdown, Past reservation checkbox, and Move trip button. To reschedule more than one Trip on the same order, change the date, time, or equipment in the first Trip's block and click that block's Move trip button, then repeat for the next Trip's block. Moving one Trip does not move the others, so each Trip on the order must be moved on its own.

The screenshot below shows the Trips tab for an order that contains two Trips, with each Trip displayed as a separate block, and each block carrying its own Arrival date, Schedule time, Equipment, and Move trip controls.

Moving a Trip to a new date, time, or piece of equipment does not change the Trip's price and does not trigger any charge or refund. The price stays exactly as it was on the original booking unless a partner edits it by hand in the Trip's Tickets section. If the new date or time should carry a different price, the partner updates the ticket price manually after moving the Trip. WaveRez does not apply date-based or dynamic pricing changes automatically during a move.

Moving a Trip does not send the customer any notification automatically. The customer is not emailed or texted when a partner reschedules a Trip. To inform the customer of the new date, time, or equipment, the partner resends the confirmation from the Customer Info tab of the order, where the confirmation can be sent by SMS, by email, or by both. The resent confirmation reflects the order's current date, time, and equipment, so send it after the move is complete.

Moving a Trip changes only its date, time, and equipment. WaveRez does not support changing a Trip to a different Trip type during a move. The Equipment dropdown lists only the equipment tied to the current Trip type, and there is no field for swapping the Trip itself. To change the activity to a different Trip type, the partner adds the new Trip to the order and cancels the original Trip, rather than moving it.

Symptom: After changing the date, time, or equipment and clicking Move trip, WaveRez shows a red error reading "Chosen Equipment Is Not Available or Does Not Have Extra Places," and the Trip does not move.

Cause: The selected equipment has no open availability at the chosen date and time, or the slot does not have enough remaining places (capacity) for the Trip. This happens when the target time slot is full, stop-sold, or closed, when no schedule is open for that date, or when the equipment is in maintenance mode for that date.

Resolution: Confirm that the target date, time, and equipment have open availability before moving the Trip. Check the Daily Matrix or the Trip's schedule for the destination date to verify the equipment is open and has remaining places at that time. If the slot is closed or full, either open availability for that date and equipment or choose a different date, time, or piece of equipment that has open capacity, then click Move trip again.

The screenshot below shows the error WaveRez displays when the chosen equipment, date, and time do not have open availability for the move.

Symptom: A partner needs to move a Trip to a date and time that is earlier than the current date and time, such as recording a reservation that already happened.

Cause: WaveRez treats a target slot earlier than the current date and time as a past reservation, which requires explicit confirmation before the move will take.

Resolution: Check the Past reservation checkbox in the Trip block before clicking Move trip. The Past reservation checkbox allows the move to a slot that is technically in the past, which can be as recent as one minute ago. Leave it unchecked for any future slot.