Cancelling a Block Booking in Go Operator

Problem

Staff need to cancel one date, a date and all later dates, or a whole block booking series in Go Operator Centre Management, including dates that have already been invoiced.

Resolution

1. Open the occurrence and click Cancel Booking

   • Open the occurrence and click Cancel Booking. One Remove Bookings dialog handles every scope.
   • A warning appears. Single date: "You are about to change another booking, any contacts on this booking will be notified that the booking has been edited or removed and the invoice for this booking will be changed if it has not been approved, or a credit note will be issued." Wider scopes: "You are about to change multiple bookings…"

2. Choose the scope

   • Choose the scope in the Remove Bookings dropdown:

   Need	Dropdown option	Blocked when
   One unpaid date	Just the date selected	The date is invoiced (use 5.4 below)
   This date and every later date (customer ending early)	Selected date and all future	Any affected future date is invoiced
   Every current and future date (series created in error)	All bookings in the series	Any current/future date is invoiced
   An invoiced date (5.4)	Just the date selected, one at a time	—

3. Choose a Cancellation Reason

   • Required. The list is the site's configured list (for example Conflict, Weather, Incident, Unavailable).

4. Review the bookings to be removed

   • Review Bookings to be removed (date, start, end). This is the last chance to catch a wrong scope.

5. Add comments (if applicable)

   • Comments are optional, maximum 300 characters.

6. Confirm

   • Click Remove Booking(s), or Go Back.

5.4 Cancel an invoiced date

1. Cancel each invoiced date individually
   • Use Just the date selected on each invoiced occurrence.
   • Invoice not yet approved: the invoice is changed to match. Invoice approved: a credit note is raised for the full value of that occurrence.

Cancel a part-invoiced series

1. Cancel the invoiced dates first

   • Cancel each invoiced occurrence individually (5.4).

2. Cancel the remaining unpaid dates

   • Then cancel the remaining unpaid future dates in one action (Selected date and all future or All bookings in the series). Doing this step first finds the scope unavailable.

Notes

• Cancelling needs Delete Block Bookings (Block Booking Permissions in Go Operator).
• Cancellation is final. There's no restore for any scope. To bring a date back, create a new block booking.
• All bookings in the series never removes the past. The dialog says: "Any events that have already occurred in the past will not be removed from the booking sheet." A customer who wants "no record of it at all" can't have one: past sessions stay on record.
• Contacts on the booking are notified, per the warning text.
• The warning reads as if a credit note is always issued. It isn't; see Block Booking Invoicing and Credit Notes in Go Operator. Don't rely on the on-screen wording.
• Handle credit notes already raised in the Invoicing Module (Invoicing Module and Pay by Link (GladstonePay)), not here.
• Cancel removes the whole booking; edit amends what's on it. To remove one product line, edit (Editing a Block Booking in Go Operator).

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