How to Cancel a Recurring Booking

Introduction

Often members will have recurring meetings on a weekly basis. However, when a member leaves (or does not want the upcoming meetings to take place), you may have to cancel their future recurring bookings.

Notifying members about cancellations

Depending on whether you would like to notify the Member/Company that their booking is cancelled, you can use the Send notification checkbox.

• If you leave it enabled, the Booking cancelled email will be sent to them.
• If you disable that option, no notification will be sent regarding the cancellation.

Please see this this article for more information on member email templates.

Cancelling a booking including all upcoming bookings

1. Open the profile of the Member/Company whose booking you want to cancel.
2. Scroll down until you see the Bookings section.
   
   
3. Click on the booking after which you want to cancel all recurring bookings of that booking.
4. Select Upcoming bookings.
   
   
   
5. In the newly opened window, click Cancel.
   

Once the booking is cancelled, all one-off fees that are raised from the bookings will be removed from the system.

Cancelling a specific booking part of a recurring booking

1. Open the profile of the Member/Company whose booking you want to cancel.
2. Scroll down until you see the Bookings section.
3. Click on the specific booking that you wish to cancel.
4. Select Only this booking.
   
   
5. In the newly opened window, click Cancel.

 The one-off fee for the cancelled 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 cancelling 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 in is not available during the booking period. To resolve, 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, when an admin tries to cancel the booking, the error mentioned above will pop up. To resolve it, check the resource's availability and correct the dates (the start date must be before May 15 in this case) so the booking can be cancelled.