Cancelling is the one change in the console where you are shown exactly what will happen before you confirm it. The cancel sheet lists each booking and what cancelling it will do: the place it frees, whether a credit goes back, whether it falls inside the cancellation notice. You need the Bookings and the calendar permission to change bookings.
Where to Find This
There are three ways in, and all of them open the same sheet:
- One booking. Open the booking and press Cancel booking, the quiet button at the foot. See Looking at One Booking. The sheet is headed Cancel this booking.
- Several bookings. On the Bookings screen, press Select bookings (the list icon at the right of the heading), tick the bookings, and press Cancel 3 bookings. See Managing Customer Bookings. The sheet is headed Cancel these bookings.
- A whole session. Open the session and press Cancel this session at the foot. It cancels every confirmed booking in the session, and says under the button how many that is. The sheet is headed Cancel this session. See Taking the Session Register.
Cancel this session cancels the bookings. The session itself stays on your calendar, unless you are an administrator and leave Take this date off the timetable ticked, which also takes that one date off once everyone is cancelled. See Taking the Session Register. To stop sessions running on several dates at once, see Breaks and Closures.
What Should Happen?
The sheet opens with a few choices under What should happen?:
Under More options, Reason (optional) is kept with the cancellation and shown to the customer if you tell them (The customer sees this if you tell them.). The line under More options says A reason is given once you have typed one.
Changing a choice makes the sheet check again, so what you are about to confirm is always what will happen.
What Will Cancelling Do?
Under the choices, a card headed What will cancelling do? lists the bookings that will be cancelled. Each has its own entry naming who it is for, the service and the day and time, followed by what cancelling it means, in Bizzly's own sentences. For example:
- This frees 1 spot and offers it to the waitlist. Every cancel frees the place, and the next person on the waiting list is offered it by itself.
- A session credit will be returned to the customer to rebook another session. or The session credit will be kept, so the customer cannot use it to rebook another session.
- The pack has 5 upcoming sessions including this one.
- This is the last upcoming session of the customer's pack. It then says that cancelling it here frees this seat, and that the pack itself, and any refund under its policy, is cancelled from their account.
- This is a season subscription's session: only the session is cancelled here, never refunded.
- The cancellation notice is waived for this cancel, and the waiver is recorded in the audit log. That is, Bizzly keeps a note that the notice rule was set aside, and by whom.
- The names of anyone else who shares the booking, who keep their places.
The button at the foot of the card says what it will do: Cancel booking, or Cancel 3 bookings. Those sentences and the button are your confirmation; there is no second question.
Cancelling a booking here does not refund a payment. If a customer is owed money, open Bookings and payments on their screen, press the payment under What they paid and press Refund (administrators only). The refund is made in Stripe's own form. See A Person's Screen.
What Stays as It Is
Some bookings are left alone, and a group headed What stays as it is? says which and why:
- a booking that is already cancelled
- a session that has already started
- a booking that starts inside its cancellation notice, when you have not ticked the waiver. The reason reads, for example, This session starts inside the 48-hour cancellation notice. Waive the notice rule to cancel it anyway. Ticking Waive the 48-hour notice period cancels it anyway, and the waiver is recorded.
After You Press the Button
The bookings are cancelled as soon as you press, and you cannot close the sheet while it works. A message at the bottom says Booking cancelled. This cannot be undone from here. (or 3 bookings cancelled. This cannot be undone from here.) and the screen behind updates.
There is no Undo. A cancel frees the place on your calendar and tells the customer, and no press takes either back. To put a customer back in, book them again. See Booking Someone Into a Session.
If you cancel a lot at once, Bizzly cancels them in groups of 40 and the sheet counts them, for example 2 of 5 done. If part of it fails, what was cancelled stays cancelled, and the rest stay on the sheet with a sentence under each saying why, and a line such as 2 bookings could not be cancelled. so you can try again.
If the sheet cannot work out what cancelling would do, it says so, with a Try again button, and does not offer to cancel.
When a Customer Cancels
Your customers can cancel their own bookings too, and the same things happen: the place is freed and offered to the waiting list. What they get back is decided by your settings for the pack. See Managing Customer Bookings.
Related Articles
- Looking at One Booking - Where Cancel booking starts
- Managing Customer Bookings - Select several bookings to cancel
- Running the Waiting List - What happens to the place that is freed
- Moving a Booking or a Whole Session - When a move is better than a cancel
- How Changes Work - Why cancelling shows you first and has no Undo