Existing occurrences are managed using a single form. You can access the form from a Self Service or User Requests article, or directly from an event using the "Manage" button.
Self Service and User Requests Configuration
When an occurrence is created, it can be managed by any user in the Bookings Administrator group using the Self Service or User Requests templates. These article should be set to display the "thinginstancev1" process model.
The template displays a list of all of the existing event instances, the number of bookings on each, and allows you to claim an occurrence so you can manage it.
The templates should be set up to display:
- The Assigned Tasks Panel/Category. This displays event instances you have created and any you have claimed
- The Claimable Tasks Panel/Category. Bookings administrators can see an overview of all events created by any administrator, these appear as claimable tasks
- The Complete/History Panel. This displays events that have finished
Managing an Event Instance
The event management form lets you update the dates, times and location of an event, shows an overview of the current bookings, allows you to edit the availability of ticket packages, has a contact feature to email bookers, and lets you mark the event as cancelled or complete.
This form has a one hour timeout (set on the task in the workflow model) to prevent a user accidentally "locking" it by closing their browser.
Updating an Event
The update tab of the management form includes similar fields to the form used to create event instances. Making changes to the event dates, times, location or capacity won't automatically notify people who have booked - you'll need to do that separately.
Bookers
The bookers tab shows the packages for this event and the number that have been booked. "Confirmed" users have paid for their tickets. "In Progress" users have booked tickets but not yet paid. If you event is free then all users are considered "Confirmed".
Packages
The packages tab lets you change the dates packages are available and toggle them active/inactive.
Contact
To email everyone booked onto an instance, pick "Yes" in the "Email all bookers" field. Enter an email subject and body, then click "Send email".
To choose who to email, pick "No" in the "Email all bookers" field, then pick the email addresses who should be contacted.
Cancel an Event
Using the Management Form
You can cancel a specific occurrences via the management form. Cancelling an event removes it from the site and cancels all bookings. You can choose to send the default cancellation email, or send one using the "email bookers" controls.
Bookings doesn't have a built-in way to handle refunds for cancelled events, but you can use the Data Exporter to generate an Export of Cancelled Bookings.
Automatically Completing Events
Bookings automatically cleans-up events that took place in the past. The configuration End Point includes an option called
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