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Equipment: Cancel equipment item bookings

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For existing equipment bookings, you can cancel the item(s) that have been booked. These cancelations can be made from the Booking Grid & Availablity tab, the Check Out tab, or from the Booking Explorer.

To manage your equipment bookings, go to Equipment > Booking Grid & Availability.

Navigating to the Equipment Availability page


Cancel a single booking via the Booking Grid & Availability tab

  1. At the top of the page, use the dropdown to select the location containing the equipment you want to view.
  2. Under the Booking Grid & Availability tab, select the category of equipment you want to view from the Category dropdown and click the Go button. This will display the booking grid for items in that category.
  3. Click on the booking slot you want to edit in the availability grid.

Clicking on a booking under the Availability tab

  1. The Booking Details panel will appear:
    1. If this booking contains multiple items or is a recurring item booking, you can cancel individual items by clicking on the Item or Date/Time you want to cancel. Then, in the Update Booking window that appears, click on the Cancel Booking button.
    2. To cancel all items in the booking at once, click on the  Cancel All button.
      • If there was a billing charge for a booking with multiple items, it is not possible to cancel an individual item. The entire booking, and all of the items within it, must be canceled to ensure that billing charges for the entire booking are refunded at once.

The options to cancel a booking in the Booking Details panel

  1. When prompted in the Cancel Entire Booking modal, toggle the Send Email to Notify User checkbox if you would like to send the patron an email notification that their booking was canceled.
    1. If enabled, use the Additional Information text box to add a custom message to the email.
  2. Click the Cancel Booking button.
    • If there was a billing charge for the booking, the cost of the booking is refunded upon cancelation. 

The Cancel Entire Booking window


Cancel a single booking via the Booking Explorer tab

  1. Click on the Booking Explorer tab.
  2. Select the location and category for your item.
  3. Use the filters to locate the booking you want to edit and click the Go button.
  4. Click on its ID in the Booking ID column.

Clicking on a booking's ID and time in the Booking Explorer

  1. In the Booking Details modal, click on the Cancel Booking button.

The Booking Details modal

  1. When prompted in the Cancel Entire Booking modal, toggle the Send Email to Notify User checkbox if you would like to send the patron an email notification that their booking was canceled. 
    1. If enabled, use the Additional Information text box to add a custom message to the email.
  2. Click the Cancel Booking button.
    • If there was a billing charge for the booking, the cost of the booking is refunded upon cancelation. 

The Cancel Entire Booking window


Bulk cancel bookings via the Booking Explorer

In the event that you need to cancel a large number of equipment bookings quickly, Admin-level users are able to cancel the bookings returned in a booking explorer report in bulk. 

Important note about canceling bookings that are linked to an event: the bulk cancellation tool currently skips bookings that are linked to events. These bookings must still be cancelled manually. For best results, we recommend that you edit the event(s) directly using the modify event page and remove the equipment from the event's Equipment field.

For instructions, please see the How to cancel equipment bookings in bulk FAQ.


Cancel a single booking via the Check Out tab

  1. Click on the Check Out tab.
  2. Select the location and category for your space.
  3. Use the filters to locate the booking you want to edit and click the Go button.
  4. Click on its ID in the Booking ID column.

Clicking on a booking's Booking ID

  1. In the Booking Details modal, click on the Cancel Booking button.

The Booking Details modal

  1. When prompted in the Cancel Entire Booking modal, toggle the Send Email to Notify User checkbox if you would like to send the patron an email notification that their booking was canceled. 
    1. If enabled, use the Additional Information text box to add a custom message to the email.
  2. Click the Cancel Booking button.
    • If there was a billing charge for the booking, the cost of the booking is refunded upon cancelation. 

Please note: when selecting new start or end times, you will not be prevented from selecting times that overlap with other bookings.

The Cancel Entire Booking window