Cancel or Reschedule a Reservation

Plans change. You can move a reservation to a new time or aircraft, cancel it with a reason so it stays in your records, or void it if it was booked by mistake.

Reschedule a reservation

1. Open Schedule and click the reservation.
2. Click Edit at the top, or Reschedule Reservation at the bottom.
3. Change the Start date, Start time, End date, End time, or Aircraft.
4. Click Save Changes.

Staff can also drag a reservation to a new time or aircraft on the schedule, or drag its edge to change the length, then click Save Changes next to it. Click Cancel to put it back.

If the new time overlaps another booking, you'll see Time slot unavailable. Pick another time, or click Override if the overlap is intentional.

Cancel a reservation

1. Open the reservation and click Cancel Reservation.
2. Choose a Cancellation reason: No show, Weather, Maintenance issue, Student request, Instructor unavailable, Aircraft unavailable, Scheduling conflict, or Other.
3. Add a Summary (optional) for staff.
4. If your school charges cancellation fees, the window shows whether a draft fee invoice or a warning applies to this reason.
5. Click Confirm Cancellation.

The reservation stays in your records as canceled. When Reservation emails is on in Settings > Email, the customer and instructor get a cancellation email.

Cancel part of a series

For a recurring or multi-day booking, the cancel window asks about Days:

• This day only cancels just the date you opened.
• This day and all later days cancels that date and every later one in the series.

Void a reservation

Voiding is for bookings that should never have existed, like a duplicate. It permanently removes the reservation and any linked records and can't be undone. If the reservation is still upcoming, the customer and instructor are emailed.

1. Open the reservation and click Void Reservation.
2. Confirm.

Only admins can void. Office admins also need Cancel or void reservations turned on.

Tips

• Cancel instead of void when the flight was real but didn't happen. Canceled flights keep their reason in your records, and your cancellation fee policy can use it.
• Customers can cancel their own flights when they have booking permission. If your school set a Cancel notice, they see how many hours' notice is required and can't cancel online inside that window.

Troubleshooting

• Edit is grayed out. The reservation is canceled. For customers, Edit also locks once a completed flight's invoice has been sent or paid. Staff can still correct it.
• A customer says they can't cancel. They're inside your school's cancel notice window. Staff can still cancel it for them.
• I don't see Void Reservation. Only admins can void.