Override a single session

When one date of a repeat schedule needs to be different - fewer spaces, a bank-holiday price, a later start, or no session at all - override that date without editing the schedule behind it.

Open one occurrence

1. 1
   Open Bookings to reach the admin calendar, and click the session on the date you want to change.
2. 2
   Select Edit this session (or Edit session for a non-recurring date).

What you can override

Change what's different and select Save; everything else inherits from the session.

• Details - name, description, capacity (the number of spaces), and the maximum spaces one customer can book.
• Schedule - the start time and duration, in minutes, for this date.
• Prices - which price options, memberships, and add-ons show on this date, and the price for each. Use a row's menu to hide, show or re-price it for this date alone.
• Messages - visit instructions for this date's confirmation page and email. A session's confirmation button (Add a button under its Messages) is the same on every date and can't be changed for one date.

Lowering capacity below what's booked doesn't cancel anyone; the date is just full.

On a session with lengths

Starts that overlap share one room, so one date's spaces apply to people starting then, and while they're in, nobody starting nearby can take the room past that number. To shrink the room for a whole stretch, change each time or the session's spaces. See session lengths. Moving the start time of a booked date asks how to tell customers and what they can do if the new time doesn't suit - see move a session time.

If you price a date above the session's normal rate

If anyone holds a bundle credit or session gift voucher for it, Prices shows a warning. Credits are spent per space, not per pound, so a credit bought at £12 still covers a £22 date. To charge full price, make the dearer date its own session and leave it out of the bundle under Offers → Bundles.

Choose how far a change reaches

For a repeat schedule, saving asks how widely to apply your change:

• This event only - just this date.
• This and following events - splits the schedule from this date. Time, capacity, and detail changes carry forward; price, membership, and add-on changes stay on this date only.
• All events - opens the full session editor.

One-off events don't show this choice - saving applies straight away. A one-off's new time also shows in the session's One-off dates card.

Hide a single session

Hiding takes one date off sale without cancelling it. To compare it with the other options, see session visibility.

1. 1
   Open the occurrence from the calendar, or from a session's row on Bookings.
2. 2
   Select Hide and stop bookings (or Hide on the Bookings panel) and confirm. Once the session has bookings, or on a phone, it's in the panel's menu (⋮ or Menu).

A hidden session takes no new bookings, even through its share link. Existing bookings stay, nobody is refunded or emailed, and its waiting list pauses. You can still add bookings yourself from Add booking - handy for a private group. A hidden date with nobody booked doesn't count as a clash, so you can hide it and add a different session at the same time. To undo it, select Show and reopen bookings (or Show).

Cancel a single occurrence

1. 1
   Open the occurrence from the calendar and expand Cancel session at the top of the form.
2. 2
   Select Cancel session, add a reason if you like, and confirm.

Anything you type in Reason for cancellation (for example "Cancelled due to the storm forecast - stay safe") goes into every booked customer's cancellation email. The reason is set per session, so when you cancel a whole day, add it to each one. If you've edited your cancellation email, keep {{cancellation_reason}} in it or the reason won't show.

The confirmation shows the bookings, spaces and amount paid at stake - check it, because refunds go out straight away and can't be pulled back. It also offers Hide instead when paid bookings are affected.

Cancelling refunds paid bookings (or gives account credit if What they get back in your cancellation policy, or the price's own rule, is set to credit), returns voucher credits and member-included sessions, and sends each customer a cancellation email. Every other date is untouched. You can't cancel a session after its end time.

Reinstate a cancelled occurrence

Open the cancelled session and select Reinstate session to make the date bookable again.

Common questions

1. Can I change a date that's still outside my booking window? Yes. Open it from the calendar and select Edit this session, Hide and stop bookings or Cancel session - handy for working around an event booked months ahead. Customers still can't book the date until it's inside your booking window. Saving applies to that date only - This and following events becomes available once the date is inside your window. To take a whole day off sale, use closed dates instead.

2. I hid a session and sent someone its link - why can't they book? A hidden session takes no bookings from anyone, link included. Add the booking yourself, show the session again, or set its Visibility to Direct link only if it's meant to be invite-only.

3. Can staff make these changes? Staff can hide, show and cancel a single date. Changing a date's details, prices or time, and reinstating a cancelled date, need an admin. See team roles.