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Cancel a room booking and all of its sessions in a single step.
Cancel a room booking and all of its sessions in a single step.
1. Overview
1. Overview
The Cancel Room Booking and Sessions action cancels a room booking and every session linked to it in one step. It can also email the hirer.
The cancellation is started from the room booking itself, using the Actions menu, so the sessions do not have to be cancelled one by one.
2. What Cancelling Does
2. What Cancelling Does
Using Cancel Room Booking and Sessions updates the booking and all of its sessions together.
Important: Every linked session is cancelled, including sessions with a date in the past.
2.1. What Stays the Same
2.1. What Stays the Same
3. Before You Cancel
3. Before You Cancel
4. Cancelling a Room Booking
4. Cancelling a Room Booking
Watch the guided demo below to learn how to cancel a room booking:
You can also follow the same steps using the written guide below.
Go to Room Booking > Room Bookings. The list of Room Bookings appears.
Open the room booking to cancel.
Click Actions, then Cancel Room Booking and Sessions. A pop-up opens with two questions.
In Notify the hirer via email? (No by default), leave No to send no email, or select Yes to email the hirer.
Optional: in Email template (optional), select a template. Leave it blank to send the standard cancellation email.
Click Next. A confirmation screen lists what will run.
Click Confirm. The page refreshes and opens the room booking again.
Note: The email template is only used when Yes is selected. With No, no email is sent, even if a template is selected.
5. Checking the Cancellation
5. Checking the Cancellation
After the page refreshes, the room booking shows the result straight away.
To check the cancellation:
On the room booking, check that Booking status shows Cancelled / Not Proceeding.
2. Click Actions. Cancel Room Booking and Sessions no longer appears, so the booking cannot be cancelled twice.
Open the Sessions tab and open one of the sessions. Session Cancelled is ticked. The other sessions on the booking are cancelled the same way.
6. Cancellation Emails
6. Cancellation Emails
When Yes is selected, the hirer receives the cancellation email. The email comes from your house's name and email address, and replies come back into Clevero.
6.1. Who Receives an Email
6.1. Who Receives an Email
6.2. The Standard Email
6.2. The Standard Email
When no template is selected, the email has the subject Cancellation of Your Room Booking and reads:
The session count and dates cover the sessions cancelled by this cancellation.
6.3. Creating a Custom Merged Email Template
6.3. Creating a Custom Merged Email Template
To use your own wording instead of the standard email, create a merged email template on the Room Bookings record.
Open the Room Bookings record settings in one of two ways:
From System Settings: go to System Settings > Records and click Room Bookings.
From the Room Bookings list: go to Room Booking > Room Bookings, click the three-dot menu (...) at the top right, then click Configure Record.
In the left menu, click Email Templates, then click + Merged.
Build your email, then click Save. Enter a Template Name and a Subject For Email, then click Save Template.
For full steps on building a merged template, including how to add merge tags, see Merge Template.
To use the template, open the room booking and click Actions > Cancel Room Booking and Sessions. Set Notify the hirer via email? to Yes, then select your template in Email template (optional).
7. Frequently Asked Questions
7. Frequently Asked Questions
Q: Do I need to cancel each session on the booking separately?
A: No. Cancel Room Booking and Sessions cancels the booking and every session linked to it in one step.
Q: Are sessions with a past date cancelled too?
A: Yes. Every linked session is cancelled, including sessions with a date in the past.
Q: Is the hirer refunded?
A: No. Cancelling does not change invoices or payments, and does not create a refund or credit.
Q: Are attendances on the sessions changed?
A: No. Attendances on the sessions are not changed.
Q: Can I just set the Booking status to Cancelled / Not Proceeding by hand?
A: Setting Booking status by hand leaves the sessions active and sends no email. Use Cancel Room Booking and Sessions so the sessions are cancelled too.
Q: Will the hirer be emailed automatically?
A: No. An email is only sent if you select Yes in Notify the hirer via email? (No by default).
Q: I selected an email template, but no email was sent. Why?
A: The template is only used when Yes is selected. With No, no email is sent, even if a template is selected.
Q: Who receives the email?
A: The member and the external contact on the booking each receive one email at their own email address. If they share the same email address, only one email is sent to that address.
Q: Why didn't the hirer receive a cancellation email?
A: An email is not sent to a person with no email address. If an email could not be sent, the cancellation still stands, so contact the hirer another way.
Q: My email template wasn't used. Why?
A: The template must be built on the Room Bookings record. If it is built on a different record, or it cannot be sent, the standard email is sent instead.
Q: Where do replies to the cancellation email go?
A: The email is sent from your house's name and email address, and replies come back into Clevero.
Q: Can I undo a cancellation?
A: There is no undo button. The booking and session statuses can be changed back by hand, but emails that have already been sent cannot be recalled.
Q: Why is Cancel Room Booking and Sessions missing from the Actions menu?
A: The booking has already been cancelled: its Booking status is Cancelled / Not Proceeding.
8. Messages You May See
8. Messages You May See
Important: If Action Required appears, setting Booking status by hand leaves any remaining sessions active and sends no email.
Note: If an email could not be sent, the cancellation itself still stands. Contact the hirer another way.
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