This new Booking Activities version allows you to easily cancel or postpone an event. All reservations will be cancelled or postponed at the same time and your customers will be notified.
Options allowing to unbind repeated events have been added in order to easily isolate the occurrence(s) you wish to change.
Move a booked event
To reschedule a reserved event, go to the event settings and click on the “Move” button.
Here you can choose a new start and end date for your event.
You can also drag and drop the event on the calendar to move it.
If the event is booked, a dialog will warn you that the bookings will be rescheduled. You can choose whether to send a notification to your customers.
The Notification Pack add-on users will be able to add a message to tell their customers more about this adjournment.
The notification sent is “Booking is rescheduled”. You can customize it in Booking Activities > Settings > Notifications tab. Notification Pack users will need to add the {admin_message} tag to display their message.
Note that you can use this feature to change the event duration too. You can also do that by sliding the handle at the bottom of the events. (The option to allow to change events duration has been removed from the activity settings, this is now always possible).
Be careful however if your event is repeated, all occurrences of the event will be moved!
Notifications though will only be sent for future events.
If you want to move only one occurrence, you will need to unbind it first.
Unbind an occurrence of a repeated event
To edit a repeated event occurrence without affecting the others, go to the event settings and click the “Unbind” button.
You already had the option to
- unbind the selected occurrence (the one you clicked on) to make it independent
- unbind the booked occurrences, so you get an event with the booked occurrences and an event with the free occurrences
Two options have been added to cover most use cases:
- unbind the next occurrences, so that you can edit only future events and leave past events as they are
- unbind each occurrence, so that each occurrence is completely independent
Cancel a booked event
To cancel a booked event, go to the event (or group of events) settings and click the “Delete” button.
If the event is booked, a dialog will let you cancel the event bookings at the same time. If you activate this option, you will have the opportunity to send a cancellation notification to your customers.
Just like before, if you have the Notification Pack add-on you can add a message to give more information to your customers.
The notification sent is “Booking status turns to “Cancelled””, you can customize it in Booking Activities > Settings > Notifications tab. Notification Pack users will need to add the {admin_message} tag to display their message.
Be careful again if your event is repeated, all occurrences of the event will be deleted!
In the case of groups of events and repeated events, only future bookings will be cancelled, and notifications will only be sent for these.
Export customers email addresses
This is not a new feature, but a useful reminder if you want to send a custom email to all your customers who have booked an event. You can easily get the list of their email addresses.
- Go to Booking Activities > Bookings
- Select the “Delivered”, “Reserved” and “Pending” status in the filters
- Click the desired event on the calendar (if it doesn’t appear, click on “Show calendar”)
- Click on “Export bookings”
- Go to the “CSV” tab
- In “Columns to export”, add “Customer email” and delete the other columns
- Click on “Generate export link” then on “Export”
The downloaded file contains the customers’ email addresses list who have an active reservation for the selected event. You can copy / paste all these addresses at once in the “Recipients” field of your e-mail.