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With booking editing, end users can adjust their existing bookings themselves, without having to contact support or admins. Depending on the configuration, they can change the date, time, child resource, add-on options, and form data after the fact. Any price changes are automatically processed as an additional payment or a refund.

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How does modifying bookings work?

By default, booking editing is deactivated for end users. Admins activate it per booking option in the Modification & cancellation tab and set the following there:
  • Editing start and end date after the fact: Determines whether and how appointments may be rescheduled.
    • Activated: End users can reschedule appointments flexibly, including to an earlier time.
    • Only in the future: Bookings may only be moved further into the future.
  • Editing child resource after the fact: Allows switching to another available child resource (for example a different desk or room).
  • Editing service options after the fact: Allows adjusting add-on options after the booking.
  • Allow editing forms after the fact: Allows customers to view and edit their submitted form data in the booking overview (web only).
  • Rebooking deadline: Defines how long before the appointment changes are allowed (for example up to 24 hours before the start).
End users see the Edit option in the My bookings area as soon as the feature is active for their booking.

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Rules for changes

Lead times are respected: Lead times set for services and add-ons also apply to changes. A booking can only be moved to a new appointment if the lead time is respected. Earliest possible new appointment: The earliest new appointment results from the formula: earliest new appointment = MIN(old appointment, today + lead time). This ensures changes are only possible to permitted time windows. Modification deadline: Bookings can only be edited while they are still within the defined rebooking deadline. Once the deadline has passed, editing is no longer offered. Negative rebooking deadline: A negative deadline (for example -3 hours) keeps the editing window open even after the booking starts. Within this window, you can extend the current booking in both modes (“Activated” and “Only in the future”). Switching child resources: Only possible if admins have activated the option and matching child resources are available in the desired period. Automatic price processing: Price changes caused by editing are processed automatically. Depending on the change, an additional payment or a refund is triggered, without admins having to step in manually.
A negative rebooking deadline is especially useful for room rentals: if it turns out during the appointment that more time is needed, the booking can still be extended while it is in progress.

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When do I use this?

  • You run desk sharing or coworking and want to give end users maximum flexibility: Activate full editing including child resource switching, so users can rebook to a different workspace themselves.
  • You offer appointment bookings and want to reduce cancellations: Allow rescheduling into the future, so customers simply rebook instead of canceling when they cannot make it.
  • You rent conference rooms and need up-to-date form details (catering, number of people): Activate editing forms after the fact, so customers can update their details themselves right up to the appointment.
  • You have paid bookings with different price tiers: Price changes during rebooking are handled automatically.
  • Not suitable for: Bookings where no change should be possible after confirmation (for example binding event tickets with fixed capacity). In that case, deactivate booking editing.

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Relationship with other features

  • Custom forms: The “Allow editing forms after the fact” toggle complements custom forms by letting customers correct their submitted data themselves after the booking.
  • Cancellation policy: Cancellation policy and booking editing are configured in the same tab. Booking editing can be positioned as an alternative to cancellation.
  • Recurring bookings: Form data for series is only saved on the master appointment. Editing after the fact refers to the master.

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Settings & options

On the booking page, end users see the Edit button under My bookings, provided the feature is active and the deadline has not passed.

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Practical examples

A coworking operator wants members to be able to rebook their booked workspace to another available desk themselves, for example because they prefer a quieter spot.
A company rents out conference rooms and asks for catering requests and the number of people via a form at booking. Since these details often change on short notice, customers should be able to update them themselves up to 2 days before the appointment.

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FAQ

Possible reasons: admins have not activated booking editing, the modification deadline has already passed, or the booking no longer meets the requirements for a change.
Switching child resources is only possible if admins have enabled this option separately and matching child resources are available in the desired period.
anny processes price changes automatically. Depending on the case, an additional payment (for example when extending) or a refund (for example when switching to a cheaper option) is triggered.
Yes. Lead times set for services and add-ons also apply when editing existing bookings.
No. Editing form data after the fact is currently only available in the web version. The mobile app does not support this feature yet.

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Troubleshooting

The modification deadline has probably passed, or the lead time is not respected for the desired new appointment. Check both in the settings of the booking option.
Check whether switching child resources is activated and whether matching child resources are available in the desired period. Without both, no switch is possible.
Check whether the Allow editing forms after the fact toggle is active in the relevant service. The feature is only available in the web version, not in the mobile app.