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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 over a week ago

✨ You learn more about courses here.

Course tickets allow you to set a fixed start and end to a set of events. This means customers only need to buy one ticket, as that ticket groups and covers all dates added within the entry.

For this reason, the course tickets aren't flexible, meaning there isn't a way to cancel one attendance within the course, as one ticket covers the entire course 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:

  • Cancel the course ticket (the whole course) and rebook the customer using 'drop-in' or 'single-day' tickets if available.

  • Alternatively, you can leave the original booking as-is and manually refund or issue credit for the date the customer cannot attend. Then, you can increase the individual date's capacity to allow other customers to book the space.

There are two ways to increase the individual date capacity:

1. Expand the course so that all of the dates appear in your schedule list:

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

Or if it's an online course, it's Add online joining details:

From here, you can manually adjust the event capacity for this singular date:

The result:

2. Alternatively, 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:

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

From here, you can manually adjust the event capacity for this singular date:

This will open up a space for the event and allow an additional customer to purchase a ticket for the singular date.

πŸ’‘ Please ensure you have 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:

Doing this allows you to record any notes on transactions or bookings that cannot be recorded within Bookwhen for your personal reference.

✨ You learn more about downloading a bookings report here.

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

Thank you! πŸ•Ί

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