Moving people and bookings

Plans change, payments don’t have to

Someone signed up for Thursday and now can't make it, but Saturday would work. You don't need to cancel their place, refund them and ask them to sign up again. That would mean a refund, a new payment, a new invoice and, with card payments, paying the transaction fees twice.

Instead you move them. Their booking, payment and invoice stay exactly as they are; only the date changes.

Move one person to another date

In a date's list of participants, choose Move to another date next to the person. You can pick another date of the same event, or a different event altogether.

• Nothing is refunded or charged. If the new date costs more or less, you're told the difference and settle it with them yourself.
• If they already have an invoice, it keeps the original date. You confirm you know that before moving.
• Their answers to the sign-up form are carried over wherever the new event asks the same thing.
• Emailing them the new date is up to you. Their reminders follow them.

Move everyone off a date

If a whole date can't go ahead (bad weather, a sick coach), tick everyone in the participants list and choose Move to another date. Everyone moves in one go, each with the same choices as above.

Moving everyone off a date that can't run? Move them first, then cancel the date — cancelling refunds everyone still on it.

A date that's full can't take more people. Raise its capacity first if you want to move someone onto it anyway.

Move a booking

Bookings for a court, a room or an appointment move just as easily. Drag the booking to its new time or place on the calendar, or open it and press Move.

The booking keeps its length and price. If the new time falls in a closure or outside your opening hours, you're warned first and can still go ahead. Emailing the customer is on by default, and you can switch it off.

No date yet? Keep their place for later

Sometimes there's no new date to offer yet. Then the customer can give up their place and keep their payment for later. They can do it themselves from their booking (up to your normal cancellation deadline), or you can do it with Cancel or defer on the booking.

Their seat goes back on sale straight away, and they appear under Deferred places. When they've picked a date, or a new one is announced, choose Place on a date. If they'd rather have their money back, Refund instead.

This is on for every event by default. You can switch it off per event with Let customers defer to a later date.