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Booking Systems: Cancel Bookings

Owned by Peter Hickson, created
Last updated: Jan 03, 2023 by Joanne Shovelton
3 min read

Sometimes a Booking is no longer needed for a variety of reasons; anywhere from a change in plans, to illness, to poor weather, to removing a Booking made in error. As an administrator, sometimes you need to do this on a member’s behalf or cancel a series of Bookings to make space for a club event, or similar.

Entitlements

There are two different Entitlements that control Booking cancellations:

  • Cancel Own Bookings: Ability to cancel own bookings on this system. This will normally be set to the same level as those who can make Bookings, usually members.

  • Cancel Bookings: Ability to cancel any bookings on this system. This is required to be able to cancel Bookings on a member’s behalf, as well as cancel Bookings in bulk.

Individually

  1. Navigate to the Booking Grid.

  2. Locate the Booking you want to cancel.

  3. Click on the Booking.

  4. Click “Cancel Booking”.

  5. Click “Yes” to confirm.

  6. Users will be notified by email that their Booking has been cancelled using the “BOOKING_CANCEL_ACK” Auto-generated Email.

  7. Repeat to cancel all unwanted Bookings.

In Bulk

  1. Navigate to the Booking Grid.

  2. Click “Cancel Bookings”.

  3. Complete the wizard:

    1. From Date: Set the start date for which Bookings will be cancelled.

    2. Until Date: Set the end date for which Bookings will be cancelled.

    3. Filters: Select filters to determine which Bookings will be cancelled.

      1. Day of Week: Select days of the week as a filter for the Bookings that will be cancelled.

      2. Booking Time: Select the time range as a filter for the Bookings that will be cancelled.

      3. Asset Type: Select the Asset Types as a filter for the Bookings that will be cancelled.

      4. Asset: Select which Assets to include as a filter for the Bookings that will be cancelled.

      5. Usage: Select the Booking Usages to include as a filter for the Bookings that will be cancelled.

    4. Reason for Cancellation: Enter the reason the Booking is being cancelled.

    5. Preview Cancellations: Once happy with the criteria and changes, click “Preview Cancellations”.

    6. Booking Cancellation Preview: This shows all the Bookings that will be amended when confirmed.

      1. Dustbin: Click the dustbin next to any Bookings that you don’t want to cancel.

    7. OK: Once happy with all of the Bookings in the Preview, click “OK” to cancel them.

  4. Click “Yes” to confirm the cancellation.

  5. Users will be notified by email that their Booking has been cancelled using the “BOOKING_CANCEL_ACK” Auto-generated Email.

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