How to transfer or move a Group Event booking

Written By bookthatin

Last updated 5 months ago

Sometimes people book the wrong class or event and you want to move their booking to another option.

Fortunately, moving or transferring a booking on a class or event is easy in Book That In!

Follow this tutorial to see how it's done:

Step 1: Open the Group Overview

  1. Go to your Group Overview.

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

  3. Open the Register to see all bookings.

    • By default, it shows only the next date.

    • Change the view to All Dates if you need to see the full block.

Step 2: Select the Booking to Move

  1. Locate the customer’s booking (e.g. Sammy in the example).

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

  3. Select the Move option.

Step 3: Choose the New Class or Date

  1. A popup will appear asking where you want to move the booking.

  2. Use the dropdown menu to select the new class or time slot.

    • You can also select the same class to simply update the booking dates.

Step 4: Decide on Email Notifications

  • Choose whether to send an automated confirmation email to the customer.

  • If set to Yes, BookThatIn will notify them once the move is complete.

Step 5: Select Dates for the New Booking

You now have two options:

  • Move to all future dates in the new class.

  • Select specific dates if the customer only wants to attend certain sessions.

Step 6: Process Any Charge or Refund

  1. Decide if the transfer should be made without payment changes or if you need to process a charge or refund.

  2. For example:

    • If a customer moves from a 3-session booking to a 2-session booking, refund the value of one session.

  3. Enter the adjustment amount and confirm.

Step 7: Complete the Transfer

  1. Click Complete to finalise the move.

  2. The system will:

    • Transfer the booking.

    • Apply any refund or charge.

    • Send an email if you selected that option.

Step 8: Confirm the Booking Has Moved

  • In the original register, the customer will remain listed but their old dates will show a circle with a line through it, indicating no booking.

  • Check the new class register to confirm the customer has been added to the correct dates.

Conclusion

You can easily move bookings in BookThatIn to new classes or dates, while also managing payments and customer notifications in one process.

For help, contact support@bookthatin.com