Sometimes you may need to change, cancel, or remove a single session within a course without affecting the rest of the schedule. Managing these updates carefully helps keep your course information accurate and reduces confusion for attendees.
This article explains how to manage a single date within a course in Bookwhen.
If the session is moving to a new date or time
If the course date is changing, we recommend editing the existing session instead of removing it:
Recommended approach
Select the course date from your Scheduling page, then the drop-down menu Edit entry.
Select Change event date/time:
Add your changes:
Select the Save changes button.
What happens next
Existing bookings automatically move to the updated date and time
Bookers do not need to rebook
Booking history remains intact
Bookwhen does not automatically notify attendees about the change. To keep everyone informed, contact attendees directly or resend the updated booking confirmation email.
If you have reminder emails enabled, they automatically update to reflect the new date and time.
💡 To note: This is the safest option when rescheduling, as it keeps all existing bookings linked to the updated session.
If the session is cancelled with no replacement
If the session is not being replaced, you can cancel that specific date.
Recommended approach
Select the course date from your Scheduling page, then the drop-down menu Edit entry.
Select Cancel event:
Add an Event cancelled label to customise the cancelled message, then Cancel event to confirm the cancellation:
What happens next
Bookers are not notified of the cancellation. To keep everyone informed, contact attendees directly or resend the updated booking confirmation email.
Booking records are retained for reporting and history
Cancelling the event automatically recalculates the prorated discount and updates the price for future bookings. Bookings already made do not automatically update
You can manage compensation using refunds or discount codes
💡 To note: Cancelling a session keeps booking history intact and provides a clearer record than removing the session entirely.
If you need to remove a session completely
Removing a session from a live course can affect existing bookings and reporting. This option should only be used when necessary.
Before you remove a session
Consider whether you can:
Reschedule the session instead
Cancel the session instead
If removal is still required
You may need to:
Make sure to cancel existing bookings for the course date
Remove the session from the course structure by selecting it from the scheduling list, then the drop-down menu next to Edit entry
From there, select Remove this single event:
⚠️ Important:
Removing a session from a live course can affect existing bookings, attendance records, and reporting. Please use this option carefully.
Doesn't adjust the prorated course price. The price of the course ticket will remain the same.
Summary of recommended approach
Move a session: Edit the existing date/time.
Cancel a session: Cancel the session and manage refunds or credits.
Remove a session: Only as a last resort, as it may require manual rebooking and affect booking history.
Unpublishing a course date does not affect or update the prorated discount.