Skip to main content

Rescheduling a Booking

How to change the date or time of an existing booking

Hayden Zammit Meaney avatar
Written by Hayden Zammit Meaney
Updated today

Rescheduling a Booking

When guests need to change their booking date or time, Tourism Accelerator makes rescheduling simple. Moving a booking to a new slot is often preferable to cancellation, keeping the guest engaged and your calendar filled.

When to Reschedule

Rescheduling is ideal when:

  • Guest requests a different date or time

  • Weather conditions require moving outdoor activities

  • Operational changes affect the original slot

  • Minimum participant numbers aren't met for a specific date

  • You need to consolidate bookings for efficiency

Before Rescheduling

Before you change a booking:

  • Check availability for the new date/time

  • Confirm with the guest they can make the new time

  • Review pricing if the new slot has different rates

  • Consider any impacts on linked bookings or packages

Step-by-Step: Rescheduling a Booking

Step 1: Find the Booking

  • Navigate to Calendar or Bookings

  • Locate and click on the booking to open details

Step 2: Initiate Reschedule

  • Click the Reschedule button

  • The rescheduling form will open

Step 3: Select New Date and Time

  • Choose the new date from the calendar picker

  • Select an available time slot

  • The system will show current availability

  • Confirm the slot has capacity for the guest count

Step 4: Review Price Differences

If pricing varies between slots:

  • Higher price: You'll be prompted to collect the difference

  • Lower price: You can choose to refund the difference or retain as credit

  • Same price: No payment action needed

Step 5: Add Reschedule Notes

  • Enter a reason for the reschedule (for your records)

  • Add any notes about the change

  • This creates an audit trail

Step 6: Notify the Guest

Choose notification preferences:

  • Send confirmation: Guest receives updated booking details

  • Custom message: Include a personal note with the new details

  • Don't notify: For when you'll contact the guest separately

Step 7: Confirm the Reschedule

  • Review all the new booking details

  • Click Confirm Reschedule

  • The booking moves to the new date/time

After Rescheduling

Once the reschedule is complete:

  • The original time slot becomes available again

  • The booking appears on the new date in your calendar

  • The booking history records the change

  • The guest receives updated confirmation (if selected)

Rescheduling Multiple Bookings

If you need to move multiple bookings (e.g., weather cancellation affecting a full day):

  • Identify all affected bookings

  • Contact guests to confirm new arrangements

  • Process reschedules one at a time, or

  • Contact support for bulk rescheduling assistance

Handling Price Differences

New Slot is More Expensive

Options include:
​

  • Request additional payment from guest

  • Honour the original price as goodwill

  • Meet in the middle with a partial increase


​

New Slot is Less Expensive

Options include:
​

  • Refund the difference to guest

  • Keep as credit for future bookings

  • Retain the original amount (if policy allows)


​

Reschedule vs. Cancel and Rebook

Reschedule when:

  • Same guest, same experience

  • You want to maintain booking history

  • Original payment should transfer

Cancel and rebook when:

  • Significant changes to the booking (different experience)

  • Different guest will attend

  • Pricing structure has changed substantially

Common Rescheduling Scenarios

Guest Can't Make Original Date

  • Check when they're available

  • Find a suitable alternative slot

  • Reschedule to the new date

  • Send updated confirmation

Weather-Related Reschedule

  • Monitor conditions and decide early

  • Contact guest with alternative options

  • Let them choose from available dates

  • Process reschedule when confirmed

Operational Changes

  • Identify affected bookings

  • Reach out to guests proactively

  • Offer preferred alternative slots

  • Process reschedules with goodwill gestures if appropriate

Best Practices

  • Be flexible with guests who need to reschedule

  • Communicate early if you need to initiate a reschedule

  • Offer options rather than dictating new dates

  • Follow up to ensure guests are happy with new arrangements

  • Document reasons for future reference and pattern identification

Handling reschedules gracefully keeps guests happy and maintains your bookings even when original plans change.

Did this answer your question?