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Cancel Event

Cancellation in SlotBase covers two different actions: an admin cancelling an entire event, and a player cancelling their individual registration. This guide explains both scenarios and what happens in each case.

Admin: Cancelling an Entire Event​

As a facility admin, you may need to cancel a published event due to weather, low turnout, or other circumstances.

How to Cancel an Event​

  1. Navigate to Events in the facility admin sidebar.
  2. Find the event you want to cancel and click on it.
  3. Click the Cancel Event button.
  4. Confirm the cancellation when prompted.

What Happens When You Cancel​

When you cancel a published event, the following occurs automatically:

  1. The event status changes to Cancelled.
  2. All registrations (both registered and waitlisted) are set to Cancelled.
  3. Email notifications are sent to every affected player informing them of the cancellation.
  4. The resource is unblocked -- the time slot becomes available for bookings again.
  5. The event is removed from the active calendar view.
caution

Cancelling an event cannot be undone. If you need to reschedule, you must create a new event after cancelling the original.

Refunds for Paid Events​

If the cancelled event had a registration fee:

  • Players who paid will have their payment status updated to Refunded.
  • The actual refund process depends on your facility's refund policy and Stripe configuration.
warning

Review your refund obligations before cancelling a paid event. All registered players who have paid will expect to receive their money back.

Player: Cancelling Your Registration​

As a player, you can cancel your registration for an event at any time before the event takes place.

How to Cancel Your Registration​

  1. Navigate to Events in your player dashboard.
  2. Find the event under My Registrations.
  3. Click on the event to open the detail page.
  4. Click Cancel Registration.
  5. Confirm the cancellation.

What Happens When You Cancel​

  • Your registration status changes to Cancelled.
  • If you were Registered and the event was full, the first player on the waitlist is automatically promoted to your spot and notified by email.
  • If you were Waitlisted, you are removed from the queue, and everyone behind you moves up one position.
tip

Cancelling your registration in a full event directly benefits another player. The waitlist promotion happens instantly and automatically.

Refunds for Player Cancellations​

If you paid a registration fee and cancel your registration:

  • Refund eligibility depends on the facility's cancellation policy.
  • Contact the facility directly if you have questions about your refund.

Cancelling Recurring Events​

For recurring events, you have additional cancellation options. See Recurring Events for details on:

  • Cancelling a single instance (one date in the series)
  • Cancelling the entire series (all future occurrences)

Cancellation Summary​

WhoActionEffect
AdminCancel entire eventAll registrations cancelled, emails sent, resource freed
AdminCancel recurring seriesAll future instances cancelled
AdminCancel single recurring instanceOnly that date cancelled
PlayerCancel registration (registered)Spot freed, waitlist promoted
PlayerCancel registration (waitlisted)Removed from queue

After Cancellation​

For Admins​

  • The cancelled event remains in your events list with a Cancelled badge for record-keeping.
  • You can view the registration history to see who was registered before cancellation.
  • To reschedule, create a new event with the updated details.

For Players​

  • The cancelled registration appears in your history with a Cancelled status.
  • If the admin cancels the entire event, you will receive an email notification.
  • If you cancelled your own registration, no email is sent to the admin.