Editing a Block Booking in Go Operator
Problem
Staff need to change 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, without changing more than intended.
Resolution
Open the occurrence from the booking sheet (recurring occurrences carry the recurring indicator). There are three scope choices (4.1–4.3) plus a separate flow (4.4) that Go routes you to automatically when the date is invoiced.
| Flow | On-screen label | Use for | Affects | Recurrence editable? |
|---|---|---|---|---|
| 4.1 | Edit just the selected date | One unpaid date: move it, swap the area, change that day's price, add a product | That occurrence only | No, but Date of Occurrence can move it to any calendar date |
| 4.2 | Edit selected date and all future | A change from an anchor date (price rise next month, permanent area change, new term) | Anchor and all future; past untouched | Yes: frequency, days, end date; schedule regenerated from the anchor |
| 4.3 | Edit all bookings in the series | A change to the whole series including past dates (renaming the booking, add a product everywhere, uniform price) | Every occurrence, including history | Yes: start, end or count, frequency, days; whole schedule regenerated |
| 4.4 | Edit (invoiced occurrence) | One invoiced date, paid or unpaid | That occurrence; one at a time | No |
4.1 Edit just the selected date
Open the occurrence
- Open the booking sheet at the date and open the occurrence.
Choose the scope
- Select Edit just the selected date. Banner: "You are editing a single occurrence of this recurring booking. Only this occurrence will change."
Make the change
- Change Purchase Order/Reference, Area, participants, start/end time, products or Date of Occurrence (hint: "The date this occurrence takes place").
- Booking Name and Activity Group are shown but can't be changed for a single date.
Resolve conflicts and save
- Resolve conflicts, then Save Changes. Other dates are untouched.
4.2 Edit selected date and all future
Open the first affected date
- Open the booking sheet at the first date the change applies to and open the occurrence.
Choose the scope
- Select Edit selected date and all future. This date is the anchor: the change applies from here forwards.
Make the change
- Change any field except Booking Name and, if needed, the recurrence (frequency, days, end date).
- Booking Name is shown but read-only here, because a name can only apply to the whole series. To rename the booking, use 4.3.
Review the regenerated schedule
- Future dates may move, drop out or be added. Past dates aren't touched.
Resolve conflicts and save
- Resolve conflicts on the regenerated dates and Save.
4.3 Edit all bookings in the series
Choose the scope
- Open any occurrence and select Edit all bookings in the series.
Make the change
- Change any field and, if needed, the recurrence (start, end or count, frequency, days).
- Booking Name (if applicable): this is the only scope where it can be changed. The new name replaces the old one on every date in the series Maximum 25 characters.
Review the full regenerated set
- Review it carefully.
Resolve conflicts and save
- Resolve conflicts and Save. Changes apply to historical dates too.
4.4 Edit an invoiced occurrence
Open the invoiced occurrence
- Invoiced occurrences show an invoice-status indicator on the booking sheet. Open the occurrence and select Edit. The flow shows the invoiced status and a message that the change will affect the invoice.
Make the change
- Change any field except the contact. Resolve conflicts (Save is blocked until then).
Confirm the financial impact
- Confirm the financial impact dialog. If you cancel or dismiss it, nothing changes and no note is generated.
Save
- Select Save.
Notes
- Editing needs Update Block Bookings (Block Booking Permissions in Go Operator).
- Every field can be changed except the contact. To fix a booking made against the wrong contact, cancel it (with a reason) and recreate it against the right contact, re-entering products, prices and invoicing options.
- Conflicts are shown against the affected field, and Save is blocked until all are resolved.
- 4.1 detaches the occurrence permanently. It becomes a standalone record: it still shows normally, but later series-level changes won't reach it. 4.1 can't change a range of dates.
- Choosing 4.3 when past dates mustn't change is the most common mis-selection; use 4.2.
- Renaming applies to the whole series. There is no way to give earlier and later dates different names, so Booking Name can only be edited in 4.3.
- Adding products during an edit (if applicable): products you add in the edit can be selected and changed together with Edit selected, as described in Creating a Block Booking in Go Operator. The change only reaches the dates your chosen scope covers. Edit selected isn't available for products that were already on the booking.
- If any occurrence in range is invoiced (paid or unpaid-but-invoiced), the bulk scopes (4.2, 4.3) are blocked. Repeat 4.4 for each invoiced date.
- Saving a 4.4 edit cancels the original occurrence and creates a new one, invoiced separately, so anyone reconciling sees two records, not one adjustment. Whether a credit note is raised depends on the invoice state: see Block Booking Invoicing and Credit Notes in Go Operator.
- Editing changes what's on a date; it doesn't remove it. To remove one product line, edit; to remove the whole booking, cancel (Cancelling a Block Booking in Go Operator).
- Related: Block Booking Worked Scenarios in Go Operator.