Configure resource re-optimization and pinning
Re-optimization automatically moves upcoming reservations onto better resources to open up larger gaps for new bookings. Pinning controls which reservations are protected from ever being moved — by re-optimization or by staff placement. Both are configured together on a venue's Optimization card.
This requires the Resource Combos feature on your plan. If the Optimization card shows an upgrade prompt instead of an Edit button, contact your account owner.
Turn on re-optimization
Open the venue's Host tab
Go to Venues, click into the venue you want to configure, then open its Host tab.
Click Edit on the Optimization card
The card is described as Configure re-optimization and how reservations get pinned. Click Edit to open the Optimization window, then toggle Re-optimize Resources on.
With Re-optimize Resources on, choose When to run — the two options work differently:
Run on a schedule
Most commonRex re-optimizes automatically once a night, at the Re-optimize Time you set below.
Manual only
The nightly run is skipped entirely. Staff can still click Re-optimize in the Host App whenever they want to run it.
Re-optimize Time — the venue-local hour the nightly run happens, only shown when When to run is set to Run on a schedule — used to live on the Resources tab. It now lives here on the Optimization card.
The nightly run only applies to venues that have at least one active resource combo, or a package set to be flexible by resource capacity. If neither is set up, Run on a schedule has nothing to act on and no reservations will move.
Next, set the Freeze Window — how close to its start time a reservation stops being movable. It defaults to 120 minutes. Once a reservation is inside this window, re-optimization leaves it alone even if it isn't pinned.
Then choose the Pin New Reservations policy, which sets whether a new booking is pinned automatically the moment it's created:
Never
New reservations are never pinned automatically. They can still be moved by re-optimization unless a host pins them by hand.
When the guest picks their own resource
DefaultA reservation is pinned only when the guest specifically chose that resource while booking, for example a specific lane.
Always
Every new reservation is pinned the moment it's created, however it was booked.
Finally, Pin on Staff Placement is on by default. While it's on, assigning or swapping a resource for a reservation in the Host App pins that reservation automatically, so re-optimization can't undo a host's placement.
Save changes
Click Save changes at the bottom of the Optimization window to apply your settings.
What re-optimization never touches
No matter how the settings above are configured, re-optimization skips:
- Pinned reservations
- Checked-in reservations
- Reservations inside the Freeze Window
Pin or unpin an individual reservation
Staff can override the automatic policy for any single booking from the Host App. Open the reservation's detail screen and use the pin button in the top-right corner, next to the close button. Hovering shows which state it's in: “Pinned: re-optimize will not move this reservation” or “Not pinned: re-optimize may move this reservation.” Click it to toggle.
Manually run re-optimization from the Host App
Even with When to run set to Manual only, staff can trigger a re-optimization pass by hand. Open Floor from the Host App's navigation, then click Re-optimize. Rex reports how many reservations moved, or shows All reservations already have the best spot if nothing needed to change.
Re-optimization runs quietly from here on. Come back to the Optimization card any time to adjust the schedule, freeze window, or pinning policy.
Updated Aug 25, 2026
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