Instant Book - View Events/Bookings

Once the events are published, you can view them in the “View Events/Bookings” tab.

From here, you can:

• View upcoming events as well as past events (up to one week)

• See which students have booked into each event

• Delete or amend bookings

• Update event details such as location, teacher, or price

• Delete or Cancel an event

How to Check/Amend Bookings for Each Event?

1. Click on the View Events/Bookings tab
2. Select the Specific Event/Activity
3. In the details pane that appears on the right side of the screen, click on the Attendees icon/tab
4. To delete a student's booking, find the specific student in the list and click the red trash bin icon next to their name to remove them from the event.
   
5. When deleting a block booking, you will see an option called “Adjust all charges to zero.”

   • If this box is ticked (recommended), SchoolsBuddy will automatically remove any unpaid fee, or refund all paid fees. Only keep this option ticked if you are happy for parents to receive a full refund.

   • If the box is unticked, the system will not adjust the fees — meaning any previously charged amount will remain on the parent's account. Untick this option if you plan to issue a partial refund or no refund at all.

How to Update the Event Details?

1. Click on the View Events/Bookings tab
2. Select the Specific Event/Activity
3. Click the Details tab
4. Update the details in the respective fields, and click Save

5. When you click Save, a pop-up message will appear asking whether you want to apply the changes to all future events in the series.

   • If you want the update to apply to all upcoming events, select Apply changes.

   • If the update is only for this specific event, select Leave other events.

     

How to Delete/Cancel an Event

1. Click on the View Events/Bookings tab
2. Select the Specific Event/Activity
3. Click the Details tab

4. Click the Cancel Event or Delete button at the bottom of the page:

   • Cancel Event: Sends a notification to participants. The event remains in participants’ diaries but is marked as cancelled. Typically used for sudden or unexpected cancellations.

   • Delete Event: Removes the event quietly from participants’ diaries. Usually used to correct an incorrectly created event. Multiple events can be deleted in bulk.

   

5. When you click Delete, a pop-up will appear allowing you to:

   • Select other events if you want to delete multiple events at once.

   • Click Toggle at the top to select all events if you wish to delete the entire series.

   

6. When clicking on "Cancel Event", a pop-up will appear allowing you to send a notification to participants.

   • Select Recipients

   • Enter your message in the message body

   • Click Confirm to send the notification

   

    

Important Note ⚠️:

1. Event Time and Day: These cannot be changed in bulk using the steps above. Any changes to the time or day of the week must be done individually for each event that requires updating.

2. "Allow Join Partway Through" and "Charge Full Price" Settings: These settings are determined by the first event of the series and automatically apply to all subsequent events. They cannot be changed mid-series.

3. The first event of the series must not be deleted. The first event acts as the anchor for the series; deleting it will break the series. If you need to remove it, please use Cancel instead.