Managing reservations quickly and easily is a key part of the Fairly platform. Below is an overview of how changes are handled across our booking channels, and how the care team is involved.
Types of reservation changes
Guests can request different types of changes to their reservation:
Change dates (including adding or removing nights)
Change guest count
Add or remove pets
Cancel reservation
Reservation changes by booking channel
For Airbnb, Fairly has an automated system that handles most simple changes, while Vrbo requires more hands-on involvement from caretakers or homeowners.
Airbnb
Guests must request changes directly through the Airbnb app and website.
Fairly automatically processes simple requests (e.g., adding pets or nights during refundable periods) and flags complex ones (e.g., date reductions outside refundable periods) for caretaker/homeowner review.
Vrbo
Guests send free-form messages to the Caretaker to request changes.
Caretakers or homeowners follow the prompts to change the reservation in Fairly.
Note: Guests can cancel their reservation directly through Vrbo before check-in, without care team involvement.
What is the caretaker/homeowner role when a guest changes a reservation?
Airbnb
Most change requests from guests are simple date changes or adding guests. Instead of having to review each request, we’ve streamlined the process based on Airbnb’s cancellation policy and the type of change requested.
Automatic approvals – no action needed
Some changes are automatically approved and do not require any response from the homeowner or caretaker. You’ll see the update reflected in your Messages tab.
The guest is within the 100% refund window.
(Regardless of the change type.)The guest is extending their stay.
The guest changes occupancy.
(As long as it does not exceed your allowed guest maximum.)The guest adds or removes pets.
(As long as it stays within your pet policy.)
Requires your review – action needed
If the guest's change request is outside the 100% refund period and does not fall into the list above, we will notify you. You’ll receive an SMS alert and can review and accept/decline the request in Fairly.
Examples
Here are some examples of when change requests for Airbnb reservations are automatically accepted or require your review:
Guest cancels a reservation that is in 6 months, and your cancelation policy allows a full refund. | Automated |
Guest removes the 2 pets that were on their reservation. | Automated |
Guest changes their reservation from one night to two, and they are in the 100% refund period. | Automated |
Guest wants to change the number of guests. (Cannot exceed your max allowed guests.) | Automated |
Guest wants to extend their stay. | Automated |
Guest cancels a reservation that starts tomorrow. | Automated – refund is calculated by Airbnb based on your cancellation policy |
Guest wants to move their dates from checking in tomorrow to next month, and the cancellation policy is not in the 100% refund period. | Requires your review |
Guest wants to change their reservation from one night to two, and they are not in the 100% refund period. | Requires your review |
Guests wants to change their reservation from 6 nights to 2 nights, and they are not in the 100% refund period. | Requires your review |
It's important to know that when you accept changes that affect the check-in date, that the cancellation policy is now based on the new date.
Learn more about cancelation policies here.
What happens if you don’t respond to the request?
It is important that the homeowner or caretaker responds within 24 hours, so that your listing’s ranking is not penalized by Airbnb.
It is great customer service to respond to all guest requests so we encourage you to let the guest know your decision. If you do not respond, then the original reservation stays the same.
Vrbo
Since VRBO does not provide self-service tools for guests to make changes, such as adjusting dates or the number of guests, these updates must be handled through Fairly.
Remember, you can decline requests if necessary. If the guest’s request does not align with your cancellation policy or other rules, you can choose to decline it. Communicate clearly with the guest to explain the decision.
Changing a Vrbo reservation
You can make updates to a guest’s Vrbo reservation anytime — it just takes a few clicks.
To make a change:
Open the Reservation details.
Click Change reservation and follow the prompts.
You’ll see a quick preview of any price difference before submitting.
If the change increases the cost:
Fairly automatically messages the guest with a link to pay for the difference.
The change isn’t final until the guest completes that payment.
If the change lowers the cost:
A refund will be issued automatically to the guest’s original payment method within 7–10 business days.
No extra steps are needed.
That’s it — once payment (or refund) is complete, the updated reservation will be confirmed for both you and the guest.
FAQs
Can I transfer a reservation to another guest?
No, reservations must be canceled and rebooked by the new guest.
What happens if a reservation needs to be canceled after check-in?
Caretakers can initiate cancellations for emergencies through Fairly, and refunds will be issued based on the remaining stay and cancellation policy.
What penalties apply for caretaker-initiated cancellations?
Airbnb and Vrbo impose penalties, including fees and blocked availability. Valid reasons may qualify for fee waivers, which Fairly can assist with.