Course tickets cover a series of events with a fixed start and end date, meaning a single ticket grants access to all dates. Because of this, individual dates cannot be cancelled directly.
This article explains the available workaround for managing attendance on specific course dates.
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 our credit workaround for the date the customer cannot attend. Then, you can increase the individual date's capacity to allow other customers to book the space.
Increasing an individual date capacity:
There are two ways you can increase the capacity for an individual date:
Within the scheduling list.
Via the attendee list.
Within the scheduling list
Open your Scheduling page.
Select Filter items:
Tick the Expand courses checkbox to expand the course so that all of the dates appear in your schedule list:
Select the date you'd like to amend, the drop-down menu next to Edit entry, then Event specific information:
If it's an online course with manually added joining details, it's Add online joining details:
Add a new number in the Maximum event size field to adjust the event capacity for the singular date you selected:
Via the attendee list
Open your Scheduling page.
Select the course entry from your schedule list, then the attendee button 👨👩👧👦 next to the date you'd like to amend to open the attendee list:
Once opened, select the Options drop-down menu, then Event specific information (or Add online joining details if it's an online course with manually added joining details):
Add the new event capacity in the Maximum event size field:
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:
💡 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:
Select Bookings from the left hand menu on your account.
Add any relevant filters, then select Search to generate the results.
Select the Options drop-down menu, then either:
Export attendances (CSV) - Individual attendance report.
Export bookings (CSV) - Overall bookings report.
This downloads the bookings into a spreadsheet that you can open in your chosen software (Excel, Google Sheets, etc.).
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