Members often schedule recurring bookings for weekly or monthly meetings. When a member leaves or no longer needs the reservations, admins may need to cancel some or all of these bookings.
This article explains how to cancel an entire recurring booking or just one occurrence, how notifications work, and how to resolve common errors during cancellation.
Notify members about cancellations
If you want to notify the Member/Company that their booking is canceled, you can use the Send notification checkbox.
If you leave it enabled, the Booking canceled email will be sent to them.
If you turn off that option, no notification will be sent regarding the cancellation.
Please see this article for more information on member email templates.
Cancel a booking and all upcoming bookings
Open the profile of the Member/Company whose booking you want to cancel.
Scroll down until you see the Bookings section.
Click the booking you want to cancel, and then select all recurring bookings associated with it.
Select Upcoming bookings.
In the newly opened dialog, click Cancel.
Once the booking is canceled, all one-off fees raised from the bookings will be removed from the system.
Cancel a specific booking part of a recurring booking
Open the profile of the Member/Company whose booking you want to cancel.
Scroll down until you see the Bookings section.
Click the specific booking that you wish to cancel.
Select Only this booking.
In the newly opened dialog, click Cancel.
The one-off fee for the canceled booking will be removed from the system.
However, if the bookings you wish to cancel are invoiced, you can follow the steps in this help article.
Error - 'Resource is not in exploitation in the requested time slot'
Sometimes, when canceling a recurring booking, the "Resource is not in exploitation in the requested time slot" error pops up. It indicates that the resource where the booking is held is unavailable during the booking period. To resolve this, go to Space > Meeting Rooms and check if the room's availability dates (both start and end dates) correspond with the booking period.
Example: A recurring booking is created, with the recurrence beginning on May 15. However, the resource's availability dates are July 1 - September 1. Therefore, the error mentioned above will pop up when an admin tries to cancel the booking. To resolve the issue, please check the resource's availability and correct the dates (ensure the start date is before May 15) to allow for the booking to be canceled.