Moving and cancelling bookings, with late cancellations flagged
Bookers move or cancel their own bookings in a couple of taps, and every move is checked again against the rules and other bookings. A cancellation inside the free cancellation time is flagged as late and can count towards a ban.
PLANSEvery plan
The problem it solves
- People phone the office to move a meeting, and the office edits the register by hand.
- A booking is moved onto a time that was already taken.
- The hall is cancelled an hour before the event and the time is wasted.
- Nobody tells the attendees that the meeting is off.
How it works
- The booker opens the booking under My Bookings (office screen or app) and clicks Move to another time.
- The facility's day opens with the note Moving. They pick a new day and time and click Move to; Keep the old time goes back.
- The rules and clashes are checked again. On a facility that needs approval, the moved booking waits for approval again.
- To cancel, they click Cancel booking, write a reason if they wish, and confirm. Keep it goes back.
- The time is free at once, the first person on the waitlist is offered it, and the attendees are told.
- When the rule set has a free cancellation time, a later cancellation is marked Cancelled Late and counts as a strike.
Everything it does
Moving
- Bookings waiting for approval or confirmed can be moved, while they have not started
- The new time must be in the future; the length stays the same unless a new one is chosen
- Rules and clashes are checked again, as for a new booking
- A confirmed booking that needs approval goes back to waiting, and its calendar entry is removed until it is approved
- In the full form, the booker or a facility manager can change From, To and the facility while the booking is open
- Bookings made by other SmartMy products move with their source, not by hand
- A whole series is moved with Change Series
Cancelling
- Draft, waiting, waiting for payment and confirmed bookings can be cancelled
- Only the booker or a facility manager can cancel
- A reason is optional; it is kept on the booking and sent with the notice
- The calendar entry and open to-dos are removed
- The freed time is offered to the waitlist
- A cancelled or rejected booking can be opened again with Set to Draft
- A booking that was sent cannot be deleted; it is cancelled instead
Late cancellations
- Free Cancellation up to (h before) on the rule set: 0 (never late) to start with; 24 hours on Hall / Auditorium
- A confirmed booking cancelled after that point is marked Cancelled Late
- A late cancellation counts as a strike, like a no-show
- With charging (Growth), the refund follows the facility's refund rules
Who uses it
BookerMoves or cancels their own bookings from the office screen, the portal or the app.
Facility managerMoves or cancels any booking of their facilities.
AttendeeIs told when the booking is cancelled.
Where you use it
- Web: My Bookings on the office screen (Move to another time, Cancel booking) and the full booking form
- The SmartMy Facility app: Move to another time and Cancel booking (built and in testing, not in the app stores yet)
- The booking portal: Cancel booking; moving is not on the portal, so a portal booker cancels and books again
What you control
Settings
- Free Cancellation up to (h before): 0 to start with; 24 on Hall / Auditorium
- Strikes before a ban: 3 in 30 days to start with (see no-shows)
Approvals
- Facility booking: a moved booking on a facility that needs approval goes through its chain again
Notifications
- Facility Booking Cancelled: to the booker when someone else cancels, and to the attendees, with the reason, in the app and by email
- Facility Booking Waiting for Approval: to the booker when a moved booking waits again, in the app and by email
- Each of these goes out at once. WhatsApp or SMS go instead of email where you set them up, from your message credits. App push follows once the apps are in the stores. A person can switch off email, WhatsApp or SMS for themselves, never the event; in-app notices always arrive
Questions
Can people move a booking themselves?
Yes, from My Bookings on the office screen or in the app, until it starts. The rules and clashes are checked again.Why does my moved hall booking need approval again?
The facility needs approval, and the new time has not been agreed yet. The time stays held while it waits.What counts as a late cancellation?
Cancelling a confirmed booking after the free cancellation time of its rule set, for example less than 24 hours before a hall booking.Can a portal user move a booking?
Not on the portal. They cancel and book the new time, or use the app.Who hears about a cancellation?
The attendees, and the booker when someone else cancelled. The first person on the waitlist is offered the time.Related features
CHECK-IN AND NO-SHOWSStrikes and booking bans for no-showsEvery no-show and late cancellation is a strike. Three strikes in 30 days, to start with, stop the person from booking for seven days. Managers see every ban with its reason and can lift it.BOOKINGSWaitlist with a freed slot offered to the first in lineWhen the time you want is taken, join the waitlist. If it frees up, the first person in line is offered it and the time is held for them, two hours to start with. If they do not take it, the next person is asked.BOOKINGSRepeat bookings with every date checkedBook the Monday review for the whole term in one go. Every date is checked first, clashes are shown before anything is booked, and the series can be moved or cancelled later as a whole.BOOKING RULESBooking rules: slots, notice, limits and exceptionsA rule set says how a facility may be booked. It sets the slots, the notice, how far ahead, how long, and how many bookings each person may hold. Exceptions change it for an Entity, a group or one person.CHARGES AND PAYMENTSecurity deposits and refundsOutside hirers leave a security deposit with their payment. After use it is returned less the damage charged. A cancelled booking is refunded by your rules on how many hours before the start it was cancelled.PORTAL, OFFICE SCREENS AND APPThe SmartMy Facility phone appOne app for everyone who books, approves or runs a facility, on Android and iOS. Bookers find a free room and book in a few taps, scan the door QR to check in and report a problem with a photo. Approvers decide, the front desk runs its day, members see their passes and cashiers sell at the counter.
See it with your own rooms.
Tell us what you run: rooms, halls, courts, desks. We will show you a booking from request to check-out with your rules.