Cancel & Reschedule
Plans change. SlotBase makes it straightforward to cancel or reschedule a booking, while respecting the facility's cancellation policies. This page covers how cancellation works, what fees may apply, and how to reschedule a session.
Cancellation Policy
Each facility configures its own cancellation rules. Before you cancel, review the policy that applies to your booking.
| Setting | Description | Example |
|---|---|---|
| cancellationWindowHrs | How many hours before the session you must cancel to avoid fees | 24 hours |
| lateCancelFeePercent | Percentage of the booking fee charged for late cancellations | 50% |
| noShowFeePercent | Percentage of the booking fee charged if you do not show up | 100% |
Cancellation policies are set by the facility admin and may vary between facilities. You can view the applicable policy on your booking details page.
How to Cancel a Booking (Player)
- Go to your Player Dashboard and open My Bookings.
- Find the booking you want to cancel.
- Click Cancel Booking.
- Review the cancellation details, including any fees that will apply.
- Confirm the cancellation.
Your booking status changes to CANCELLED. If a refund is applicable, it will be processed according to the facility's policy.
Cancellation Scenarios
| When You Cancel | Fee | Refund |
|---|---|---|
| Before the cancellation window (e.g., more than 24 hours out) | No fee | Full refund (if paid) |
| Inside the cancellation window (e.g., less than 24 hours out) | Late cancellation fee applies | Partial refund (booking fee minus late cancel fee) |
| After the session time (no-show) | No-show fee applies | No refund |
Once a booking is cancelled, the time slot becomes available for other players. You cannot undo a cancellation -- you would need to create a new booking.
How to Cancel a Booking (Admin)
Admins can cancel any booking from the admin dashboard:
- Navigate to Bookings in your admin dashboard or click the booking on the Calendar.
- Open the booking you want to cancel.
- Click Cancel Booking.
- Optionally choose to waive the cancellation fee for the player.
- Confirm the cancellation.
Admins have the option to waive fees when cancelling on behalf of a player. This is useful when the facility is responsible for the cancellation (e.g., court maintenance, weather closure).
No-Show Handling
If a player does not arrive for their session:
- The admin can mark the booking as NO_SHOW from the booking details or the calendar view.
- The configured noShowFeePercent is applied to the booking.
- The player is notified of the no-show and any fee.
No-show fees are separate from cancellation fees. They apply when the player neither cancels nor shows up.
| Action | Status | Fee Applied |
|---|---|---|
| Player cancels before window | CANCELLED | None |
| Player cancels late | CANCELLED | Late cancellation fee |
| Player does not show up | NO_SHOW | No-show fee |
How to Reschedule a Booking (Player)
Rescheduling allows you to move your booking to a different time or resource without creating a brand new booking.
- Go to your Player Dashboard and open My Bookings.
- Find the booking you want to reschedule.
- Click Reschedule.
- Browse available slots and select a new time and/or resource.
- Confirm the change.
Rescheduling is subject to the same cancellation policy as cancelling. If you reschedule inside the cancellation window, the late cancellation fee may still apply depending on the facility's settings.
How to Reschedule a Booking (Admin)
- Open the booking from the admin dashboard or calendar.
- Click Reschedule.
- Select a new time slot and/or resource.
- Confirm the change.
Admin-initiated reschedules do not incur fees for the player.
Restrictions
You cannot cancel or reschedule a booking if:
- The booking status is CHECKED_IN (the player has already arrived)
- The booking status is COMPLETED (the session has already ended)
- The booking status is already CANCELLED or NO_SHOW
If you need to modify a booking that is already checked in or completed, contact the facility admin. Admins may be able to make adjustments in exceptional circumstances.
Cancelling Pending Bookings
If a booking is awaiting approval (PENDING status), you can cancel it at any time without any fees. Since the session was never approved, no cancellation policy applies.