How to change the dates of an existing booking, or cancel a single date in a block booking

Written By bookthatin

Last updated 5 months ago

If your customer needs to change the dates on their booking, then you can use the 'Move' function to achieve this.

This might happen in a few circumstances:

  1. They might need to move a single date booking to another date

  2. They might no longer be able to attend a date(s) within a block booking and you want to free up the space for that date so someone else can book

If you need to cancel the whole booking (not just particular dates in a booking), see this tutorial instead. How to Cancel (and Optionally Refund) a Customer's Booking for Group Events

How to amend the dates of an existing booking

  • From the Attendance Register, click on the blue arrow next to the booking in question

  • Select 'Move'

  • On the pop up, select the SAME class as the existing booking

  • Switch send email to 'Yes' to automatically email the customer confirmation once complete.

  • Click the option to 'Select Dates'

  • De-select the booked dates that can no longer be attended, and select any new dates that might apply

  • Click Next

  • Select the correct option from the dropdown - if required, you can process a refund or charge.

  • Click 'Complete'

Here is a video that walks you through the process:

Step 1: Open the Group Overview

  1. Go to Business → Group Overview.

  2. Find the class that contains the booking you want to update.

  3. Open the Register for that class.

  4. Switch the view to All Dates so you can see the full block.

Step 2: Select the Customer’s Booking

  1. Locate the customer in the register.

    • Example: a customer booked for all dates in the block.

  2. Click on the blue arrow next to their name.

  3. Select the Move function.

Step 3: Move the Booking Back to Itself

This may sound unusual, but to edit dates, you simply move the booking back into the same class.

  1. In the move popup, select the same class the customer is already booked into.

  2. Choose whether to send an automated email to the customer.

    • Selecting Yes will automatically confirm the change for them.

Step 4: Update the Dates

  1. Select Choose Specific Dates (instead of moving to all future dates).

  2. The system will pre-select all dates the customer is currently booked for.

  3. Deselect the dates the customer can no longer attend.

    • Example: deselect 24th February and 10th March.

  4. Leave the dates they will still attend selected.

Step 5: Process a Refund or Charge

  1. Click Next to reach the transfer options.

  2. Choose from:

    • Transfer without charge/refund

    • Transfer and refund

    • Transfer and charge

  3. If refunding, enter the amount (e.g. £10 for two missed sessions).

  4. Confirm your choice.

Step 6: Complete the Transfer

  1. Click Complete.

  2. The system will:

    • Update the booking with the new dates.

    • Apply the refund or charge.

    • Send the customer an automated email (if enabled).

Step 7: Check the Register

  • The old booking will remain visible as a cancelled row, showing the dates no longer booked.

  • A new row will appear with the updated dates only.

  • Reports and financials will be updated automatically.

Conclusion

By moving a booking back to the same class and deselecting dates, you can quickly amend which sessions a customer attends, while keeping payments and records accurate.

For help, contact support@bookthatin.com