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Cancelling or transferring a single date within a course
Cancelling or transferring a single date within a course

Learn a workaround on how to cancel or transfer a single date within a course entry

Anni avatar
Written by Anni
Updated this week

Course tickets cover a set of events with a fixed start and end date, so customers only need to buy one ticket for the entire course. Since a course ticket applies to all dates in the entry, individual attendance cannot be cancelled, as the ticket covers the full duration.

This article covers:


What to do if you need to cancel a single date

There are a couple of ways around this. You can either:

Increasing an individual date capacity:

There are two ways you can increase the capacity for an individual date:

  1. Within the scheduling list.

  2. Via the attendee list.

Within the scheduling list

  1. Open your Scheduling page.

  2. Select Filter items:

    Scheduling list with arrow pointing at the 'Filter items' option

  3. Tick the Expand courses checkbox to expand the course so that all of the dates appear in your schedule list:

    Filter items screen with arrow pointing at the 'Expand courses'

  4. Select the date you'd like to amend, the drop-down menu next to Edit entry, then Event specific information:

    Scheduling list with arrow pointing at 'Event specific information' within the 'Edit entry' drop-down menu

  5. If it's an online course, it's Add online joining details:

    Scheduling list with arrow pointing at the 'Add online joining details' option within the 'Edit entry' drop-down menu

  6. Add a new number in the Maximum event size field to adjust the event capacity for the singular date you selected:

    Event specific information screen with arrow pointing at the 'Maximum event size' field

Via the attendee list

  1. Open your Scheduling page.

  2. Select the course entry from your schedule list, then the attendee button πŸ‘¨β€πŸ‘©β€πŸ‘§β€πŸ‘¦ next to the date you'd like to amend to open the attendee list:

    Scheduling list with arrow pointing at the attendee list icon next to a date

  3. Once opened, select the Options drop-down menu, then Event specific information (or Add online joining details if it's an online course):

    Attendee list screen with an arrow pointing at the 'Event specific information' option within the 'Options' drop-down menu

  4. Add the new event capacity in the Maximum event size field:

    Event specific information with arrow pointing at the 'Maximum event size' field

  5. Amending the Maximum event size to a larger number will open up space(s) for the event and allow additional customer(s) to purchase a ticket for that date.

The result of the change

The schedule list will then show a different event capacity for the date you amended:

Scheduling page with arrow pointing at an event capacity

πŸ’‘ Please ensure you offer a drop-in ticket alongside your course ticket so the additional customer can book on.


Recording notes

It’s a good idea to download the bookings or attendance CSV file from your Bookings tab. This allows you to record any notes on transactions or bookings that can’t be added in Bookwhen, keeping them for your personal reference.

To do this:

  1. Select Bookings from the left hand menu on your account.

  2. Add any relevant filters, then select Search to generate the results.

  3. Select the Options drop-down menu, then either:

    • Export attendances (CSV) - Individual attendance report.

    • Export bookings (CSV) - Overall bookings report.

    Bookings screen with the Export attendances (CSV) and Export bookings (CSV) options highlighted

  4. This downloads the bookings into a spreadsheet that you can open in your chosen software (Excel, Google Sheets, etc.).


πŸ’¬ Any questions or feedback? There are two ways to get in touch:

Thank you! πŸ•Ί

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