OTA Booking Modifications
When a booking arrives from an OTA, modifications follow rules set by both Argonautas and the originating platform. This guide explains what changes are possible per channel, how modifications sync, and how to handle common scenarios without creating conflicts.
Overview
OTA bookings are not editable in the same way as direct bookings. The channel owns the reservation, so its dates and guest counts are changed on the OTA, not in Argonautas. Each platform has its own policies about which fields can be changed, who can initiate changes, and whether modifications require guest approval. When a change is made on the OTA, Argonautas receives the updated booking through the distribution network and keeps your calendar in sync.
Modification Capabilities by Channel
Not all OTAs allow the same types of modifications. The table below summarizes what is supported for each major platform:
| Modification | Airbnb | Booking.com | Vrbo |
|---|---|---|---|
| Date change (host-initiated) | Yes -- guest must accept | Yes -- via extranet or API | Limited -- guest must rebook |
| Date change (guest-initiated) | Yes -- host must accept | Yes -- automatic if policy allows | Yes -- host must accept |
| Guest count change | Yes | Yes | Yes |
| Price adjustment | Yes -- as part of alteration request | Limited -- only via extranet | No -- original price stands |
| Add nights | Yes -- as alteration | Yes | No |
| Shorten stay | Yes -- treated as partial cancellation | Yes -- may trigger penalty | No -- must cancel and rebook |
| Room/unit change | No | No | No |
| Guest name change | No | Yes -- Booking.com allows | No |
Airbnb
Airbnb uses an alteration request system. Either the host or the guest can propose changes to dates, guest count, or pricing. The other party must accept the alteration before it takes effect. If neither party responds within 24 hours, the alteration request expires.
When a guest asks to change an Airbnb booking, the request appears in the guest's conversation under Messages as an Airbnb Change request, with Accept and Decline. Accepting tells Airbnb to update the booking and its price. Declining leaves the booking as it is. See Airbnb Requests.
Key behavior: You can't change an Airbnb booking's dates in Argonautas. To propose a change as the host, use Airbnb's own alteration tools. Once the guest accepts, the updated booking flows into Argonautas.
Booking.com
Booking.com is more permissive with modifications. Date changes, guest count updates, and even guest name changes can often be processed directly. The platform distinguishes between:
- Free cancellation bookings -- Most modifications are allowed without penalty up to the cancellation deadline.
- Non-refundable bookings -- Date changes and shortening stays may trigger penalties or be blocked entirely.
Booking.com modifications sync automatically. When a change is made on the Booking.com extranet or by the guest, the updated booking data flows into Argonautas within minutes.
Vrbo
Vrbo has the most restrictive modification policies. Most changes beyond guest count require the guest to cancel the original booking and create a new one. This means:
- Date changes typically require a cancel-and-rebook workflow.
- Price adjustments after booking are not supported through the API.
- Guest-initiated changes go through Vrbo's request system, and the host must approve.
If a Vrbo guest needs to change dates, the recommended approach is to coordinate directly with the guest, cancel the original booking (following the cancellation policy), and have them rebook the new dates.
How Modifications Sync
Changes Made in Argonautas
On an Airbnb, Booking.com, or Vrbo booking, the booking's Booking Details card locks the dates, the guest counts, and the referral field, with a banner telling you to edit the booking on the OTA portal. What you can still change in Argonautas:
- Source -- an internal classification that drives commission and reporting. It is never sent to the channel.
- Status -- for example, to mark a guest Checked In. Cancelled is not offered in the dropdown. Use Cancel Booking in the header instead, so the cancellation is sent to the channel.
- No-show -- on confirmed Booking.com and Expedia bookings, Report No-Show in the header reports it to the channel.
- Guest details, internal notes, commission credit, and the settlement review described below.
Changes Made on the OTA
When a guest or the OTA modifies a booking externally:
- The updated booking data is pulled into Argonautas through the distribution network.
- The booking record updates automatically. Dates, guest count, pricing, and status all reflect the new information.
- Availability recalculates across all connected channels.
- A sync log entry records the modification with a timestamp and details.
Each received modification is recorded in the Sync Logs (Channel Manager › All logs), so your team can see what changed and when.
Cancellation Handling by OTA
Cancellations also vary by platform:
| Platform | Guest Cancellation | Host Cancellation |
|---|---|---|
| Airbnb | Follows the listing's cancellation policy (Flexible, Moderate, Strict). Refund calculated automatically. | Possible but penalized -- Airbnb may charge fees and affect Superhost status. |
| Booking.com | Follows the rate plan's policy. Free cancellation bookings can be cancelled before the deadline at no cost. | Host can request cancellation through Booking.com, but it affects ranking. |
| Vrbo | Follows the cancellation policy set on the listing. Refund depends on timing. | Host cancellation is possible but discouraged and may incur penalties. |
When an OTA cancellation occurs, the booking status in Argonautas automatically changes to Cancelled, and the dates are freed on your calendar and across all connected channels.
Settlement Review
When an OTA booking is modified or cancelled, the amount the property owner actually nets can change in ways the system cannot determine on its own. Settlement review is the workflow for confirming the correct owner payout in these cases, so owner statements and financial reports stay accurate.
Why a settlement needs review
For a normal, untouched booking, Argonautas calculates the owner's net payout automatically from the rate, the OTA commission, and taxes. A booking is flagged for review only when something makes that automatic figure unreliable:
- A cancellation whose payout Airbnb hasn't confirmed yet. Cancellations can leave a partial payout (a non-refundable night, a cleaning fee) that only the OTA can confirm.
- A partial refund. The guest was refunded part of the stay, so the original totals no longer reflect what was collected.
- An edited stay. The dates or price were changed after booking.
- A manually added charge. Someone added an extra charge to the booking.
- A fee the OTA applies late. Vrbo, for example, applies its host payment-processing fee after the traveler pays. Until that fee lands, the payout shown is only an estimate, so the booking stays unfinalized rather than locking in a wrong number. Argonautas re-checks these bookings automatically and resolves them once the real fee arrives.
The four settlement states
Every OTA booking shows one of four settlement states on its price-breakdown card:
| State | What it means | Action needed |
|---|---|---|
| Clean | Normal booking, payout calculated automatically. | None. |
| Review required | An anomaly above was detected and no decision has been recorded yet. The owner-net figure shows "Review required" in red. | You confirm the correct payout. |
| Cancelled -- fully refunded | The booking was cancelled and Airbnb confirmed nothing was retained, so the payout resolves automatically to $0.00. | None (you can still revise it). |
| Reviewed | You have entered and saved a confirmed payout. Your figure is authoritative and feeds owner statements, reports, and the owner portal. | None, unless a new change re-flags it. |
A human decision always outranks the automatic resolution. If a booking changes again after you review it (for example, a new charge is added), it returns to Review required so the figure is re-confirmed.
Reviewing a settlement
- Find the bookings that need attention. On the Reports page, a warning chip reads "N bookings need settlement review" when any are outstanding. Click it to jump straight to the filtered list. You can also open the Bookings list, click More in the filter bar, and tick Needs review.
- Open the booking. Its price-breakdown card shows the owner-net row in red as "Review required", with a short reason ("Partial refund detected", "Schedule was edited", "Cancelled -- payout not yet confirmed by Airbnb", or "Manual extra charge applied").
- Click "Review settlement…" to open the review dialog. It lists every reason the booking was flagged and, for reference, the management commission and IVA from the original calculation. When Airbnb has confirmed a retained amount, you'll see "Airbnb retained {amount} -- decide the owner's share."
- Enter the confirmed owner net payout. This is the whole-booking amount after commission and IVA, at full ownership. For a straightforward cancellation with nothing retained, the field is pre-filled with
0.00; otherwise you enter the figure yourself. Argonautas applies the property's ownership share automatically -- you don't need to pro-rate for co-ownership. - Add an optional reason (for example, "Partial refund verified against the Airbnb ledger") and click Review settlement… to save.
- The card updates to show your confirmed amount with a "Reviewed by {name} · {date}" stamp. To change a decision later, including an auto-resolved cancellation, click Revise to reopen the dialog.
Best Practices
Make Changes on the OTA
Change an OTA booking's dates or guests through the OTA's own dashboard or extranet. The update flows into Argonautas, so both sides stay consistent.
Use Messages for Guest Communication
When a guest requests a modification, use Messages to discuss details before making changes. This creates a documented communication trail and helps avoid misunderstandings about pricing or dates.
Monitor Sync Logs After Modifications
After an OTA booking is modified, check the sync logs (Channel Manager, then All logs) to confirm the change came through. If the sync shows an error, investigate before assuming the change took effect.
Handle Date Changes Carefully
Date changes are the most complex modification because they affect availability across all channels. Always verify that the new dates are available before initiating a change, and watch for sync confirmation afterward.
Key Concepts
- Alteration request -- Airbnb's mechanism for proposing booking changes. Requires acceptance from the other party.
- Extranet -- The OTA's own management dashboard (e.g., Booking.com's Partner Hub or Airbnb's Host Dashboard).
- Cancel-and-rebook -- The process of cancelling an existing booking and creating a new one, required by some OTAs for certain types of changes.
Common Questions
Can I change the price on an Airbnb booking? Not from Argonautas. Propose the change through Airbnb's alteration tools. If the guest accepts, the new price flows into Argonautas. If they decline, the original price remains.
Can I extend a Booking.com reservation? Yes, through Booking.com, if the additional dates are available. The modified booking flows into Argonautas and the calendar updates.
A guest wants to change their Vrbo dates. What should I do? Coordinate with the guest directly. They will need to cancel their current booking through Vrbo and rebook the new dates. Make sure the new dates are available before the guest cancels.
Will modifications affect my OTA rankings or reviews? Host-initiated cancellations can negatively impact your standing on most OTAs. Modifications (date or price changes) generally do not affect rankings as long as both parties agree.
How do I know if a modification synced successfully? Open Channel Manager and click All logs. A received modification shows as a booking entry with a success status.
Related
- Booking Lifecycle -- The full booking lifecycle from creation to checkout.
- Channel Integration -- How properties connect to OTAs.
- Sync Troubleshooting -- Resolving sync issues after modifications.
- Airbnb Requests -- Answering Airbnb change requests from the guest's conversation.