Summary
This article explains how to delete an entire schedule. You may want to delete a schedule if it is no longer needed.
Deleting a schedule cancels all of its sessions and the bookings on them. Customers are told by email unless you choose not to email them.
Step-by-Step Guide
1. Access the Activities V2 Module
- Navigate to the Activities V2 module on your dashboard.
2. Open the Schedules Section
- In the Scheduling section, click on Schedules to view all existing schedules.
3. Select the Schedule to Delete
- Locate the schedule you want to delete and click on the Delete button next to it.
4. Review the Schedule
- A panel opens showing the schedule's details and its recurrences. Deleting a schedule is not reversible, so check you have the right one before continuing.
5. Choose Whether to Email Customers
- By default, customers booked on the schedule are emailed to tell them it has been cancelled.
- If you have already told them, for example after agreeing the change with them directly, tick Do not send cancellation emails to the customer(s).
- This option only appears if your role has the Suppress Schedule Cancellation Emails permission. It sits under View Schedules > Delete Schedules in Activities V2, needs Delete Schedules to be ticked too, and is unticked by default.
🖼️ [Screenshot placeholder]: The Delete Schedule panel showing the "Do not send cancellation emails to the customer(s)" option.
6. Finalise the Deletion
- If you are sure you want to delete the schedule, click on Delete Schedule.
7. Deletion Confirmation
- A pop-up will confirm that the schedule has been successfully deleted.
What customers receive
This depends on the type of schedule.
| Schedule type | Emails sent to each customer |
|---|---|
| Block booking | One cancellation email listing every cancelled session, and one credit email showing the total, if credit is given. |
| Course | One cancellation email, and one credit email if credit is given, for each cancelled whole Course or individual session if specific sessions are cancelled. |
| Camp | One cancellation email, and one credit email if credit is given, for each cancelled whole Camp or individual session if specific sessions are cancelled. |
| All other types | One cancellation email, and one credit email if credit is given, for each cancelled booking. |
If you ticked Do not send cancellation emails to the customer(s), no cancellation emails are sent, whatever the schedule type. The schedule is still deleted and its bookings are still cancelled.
Credit: where credit is due, customers receive a credit to their account for the amount they paid for the booking.
Deleting a schedule is not the same as cancelling a course or camp booking. When a customer's course or camp booking is cancelled, whether by them online or by your team from their record, they receive one cancellation email and one credit email covering all of its sessions. That single email is only used when a booking is cancelled. Deleting a course or camp schedule cancels each session separately, so each session sends its own email. See Cancelling a course or camp: places, credit and benefits.
If you would rather customers on a course or camp received a single message, tick Do not send cancellation emails to the customer(s) and contact them yourself.
Troubleshooting
I cannot see "Do not send cancellation emails to the customer(s)".
Your role needs Suppress Schedule Cancellation Emails, under Delete Schedules in Activities V2. It is unticked by default, even for roles that can delete schedules. Ask an administrator to add it.
A customer received several cancellation emails when a schedule was deleted.
That is expected for every schedule type except block bookings. Deleting a course, camp or other schedule sends an email for each cancelled session or booking. Block booking schedules send a single email listing every session.
A customer on a course received one email when they cancelled, but an email for every session when we deleted the schedule. Why?
The single email is only used when a course or camp booking is cancelled. Deleting the schedule cancels each session separately, so each one sends its own email.
I suppressed the emails. Is the customer still credited?
Yes. The option only stops the emails. The bookings are still cancelled, and any credit due is still applied to their account.