Modifying Bookings

Overview

Learn how to modify or cancel bookings on behalf of parents. As an admin, you have full control to cancel bookings and issue refunds directly through the dashboard.

Cancellation & Refunds

When you cancel a booking, the system will prompt you to choose how to handle the payment.

Cancelling Block Bookings

If a child is booked onto a Block Session (e.g., a 5-day camp), cancelling one day will automatically cancel all days associated with that block payment.

• You will see a warning confirming that the entire block will be cancelled.
• Refunds will be calculated based on the total block price.

Steps to Cancel

1. Navigate to Bookings in the main menu.
2. Search for the booking using the child's name or reference number.
3. Click the Cancel button (red outline) in the Action column.

Refund Options

After clicking cancel, you will see the Refund Options modal:

• Full Refund (Stripe): Automatically processes a refund to the parent's original payment method via Stripe. The funds usually reach their bank account in 5-10 business days.
• No Refund: Cancels the booking but keeps the funds. Use this if you plan to issue a credit note or if the cancellation is outside your refund policy.
• Manual Refund: Select this if you have already refunded the parent via cash or bank transfer outside of the system.

[!IMPORTANT] Stripe Fees: Stripe does not return the original processing fee when you issue a refund. Ensure your terms and conditions cover this if necessary.

Changing Dates (Rescheduling)

As an admin, you can easily reschedule an entire occurrence or individual bookings.

Rescheduling an Occurrence

If you need to move a session for everyone (e.g., due to weather or staff availability):

1. Navigate to Sessions > Manage Occurrences.
2. Find the session date you want to move.
3. Click the Reschedule button.
4. Select the New Date/Time and customize the notification message.

[!WARNING] Past Dates: You cannot reschedule a session to a past date or time. The system will block this action.

[!NOTE] Conflicts: If the new time overlaps with another session, you will see a warning. You can choose to Proceed Anyway if you intentionally want double-booking.

5. Click Confirm Reschedule.
   • All active bookings will be moved to the new time.
   • Parents will receive an email notification with the new details.
   • If selected, parents will also receive a link to cancel/refund if they cannot make the new time.

Changing a Single Booking

To move just one child to a different date:

1. Go to the Bookings list.
2. Filter for the specific booking.
3. Use the Edit / Reschedule option (if available for single booking edits) or cancel and re-book as described in the "Cancellation" section above.

Partial Refunds

The system currently supports Full Refunds or No Refunds upon cancellation. If you need to issue a Partial Refund (e.g., 50% back):

1. Cancel the booking with No Refund.
2. Log in to your Stripe Dashboard.
3. Find the payment and issue a partial refund manually.