Edit or Cancel a Booking
Quick path: Sales → Bookings → Open booking → Edit details or Cancel → Save
What this helps you do
Section titled “What this helps you do”Bookings change. A customer wants a different session, you need to add a participant, or someone cancels altogether. This article walks you through both editing a booking’s details and cancelling it from the bookings list.
Before you start
Section titled “Before you start”- You have at least one existing booking in Sales > Bookings
- You have permission to edit bookings (Manager or Owner role)
- If cancelling with a refund, the booking must have a payment recorded
Part A: Edit a Booking
Section titled “Part A: Edit a Booking”1. Go to Sales > Bookings
Section titled “1. Go to Sales > Bookings”Click Sales in the left sidebar. You land on the Bookings tab by default — a searchable table of all your bookings.
Use the search bar or filters to find the booking you need:
| Filter | What it does |
|---|---|
| Search bar | Search by client name, participant name, or booking ID |
| Products | Filter by the booked product |
| Session Dates | Filter by the session date range |
| Status | Filter by Confirmed, Pending, or Cancelled |
| More filters | Reveals extra filters: Activity type, Booking creation date, Session instructors, Invoiced status |
2. Open the booking
Section titled “2. Open the booking”You have two ways to open a booking:
- Click the client name on the booking row — this opens the full Booking Details view directly
- Click the three-dot menu (⋯) on the row and select Open Booking
The Booking Details view shows the complete booking: customer info, products, sessions, participants, payments, and documents.
3. Edit booking details
Section titled “3. Edit booking details”From the Booking Details view, you can make these changes:
| What to change | How to do it |
|---|---|
| Customer info | Click the customer name or the edit icon next to it |
| Add/remove participants | Expand the product line, then add or remove participant names |
| Change session | Click the session date/time to reassign to a different session |
| Add/remove products | Use the add product option to include more items, or remove existing ones |
| Update quantity | Adjust the number of participants for a product |
| Add notes | Add or edit the internal note on the booking |
Watch out: Changing a session removes the participant from the original session on the Agenda and adds them to the new one. The customer does not get an automatic notification of the change — send a confirmation email manually if needed.
4. Save your changes
Section titled “4. Save your changes”Changes save automatically as you make them in most fields. For session reassignment, confirm the new session selection when prompted.
Part B: Cancel a Booking
Section titled “Part B: Cancel a Booking”5. Find the booking in the list
Section titled “5. Find the booking in the list”Go to Sales > Bookings and locate the booking you want to cancel, using the search bar or filters.
6. Open the cancel action
Section titled “6. Open the cancel action”There are two ways to cancel:
From the bookings list (new frontend): Select the booking row checkbox, then click More in the action bar that appears. Select Cancel Booking.
From the three-dot menu: Click the three-dot menu (⋯) on the booking row and select Cancel Booking.
7. Choose refund options
Section titled “7. Choose refund options”A cancellation dialog appears. You have the option to issue a refund along with the cancellation:
| Option | What it does |
|---|---|
| Cancel without refund | The booking is cancelled but the payment stays on record. Useful when applying credit for a future booking. |
| Cancel with refund | Opens the refund form where you enter the amount to refund and select the refund method. |
Watch out: Cancelling a booking cannot be undone. The booking status changes to Cancelled permanently. If you cancel by mistake, you’ll need to create a new booking from scratch.
8. Confirm the cancellation
Section titled “8. Confirm the cancellation”Click Confirm to finalize. The booking status changes to Cancelled.
What should happen next
Section titled “What should happen next”- The booking row in Sales > Bookings shows status Cancelled
- If you chose a refund, it appears in Sales > Payments as a negative amount
- The participant is automatically removed from the session on the Agenda
- If the booking had an invoice, you may need to generate a Credit Note (Sales > Credit Notes) to keep your accounting clean
- The customer does not receive an automatic cancellation email — send one manually if needed
Common mistakes
Section titled “Common mistakes”| Mistake | Why it happens | Fix |
|---|---|---|
| ”I can’t find the cancel option” | The cancel action is hidden in the three-dot menu (⋯) or appears after selecting a row checkbox | Click the three-dot menu on the booking row, or select the row checkbox and look for the More button |
| ”I cancelled but the customer still shows on the session” | Rare sync delay between bookings and agenda | Refresh the Agenda page. If the participant still shows, remove them manually from the session |
| ”I need to undo a cancellation” | Cancellations are permanent | Create a new booking for the customer with the same product and session |
| ”Where is the refund?” | Refund is a separate action from cancellation | Use the three-dot menu (⋯) on the booking row and select Refund — this works independently of cancellation |
| ”Bookings list looks empty” | Filters are too narrow, especially hidden ones | Click More filters and reset all filters. Check the Status filter isn’t set to exclude what you’re looking for |
If it still doesn’t work
Section titled “If it still doesn’t work”- Make sure you have Manager or Owner permissions — restricted staff roles may not see cancel or edit options
- Check that your filters aren’t hiding the booking (the “More filters” button reveals extra filter criteria that are easy to miss)
- If the refund fails, verify the payment gateway connection in Settings
- Contact Bloowatch Support via the chat widget if you’re stuck
